sample letter to potential employer before interview

The Follow Up Letter Before an Interview

• Job Interviews
• Post-Interview Follow-Up
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How to Respond to a Cancelled Interview

How to write a letter checking the status of a job, how to reschedule an interview via email.

• How Long Should You Wait After Dropping Off a Job Application Before You Call?
• How to Call & Ask for a Job Interview

When you are looking for a job, keeping your name in front of the recruiter or hiring manager can never hurt. In fact, following up before and after your interview is a good way to keep your resume and qualifications foremost in the hiring manager's mind. Candidates who don't follow up risk being perceived as disinterested or lazy. Reaching out shows initiative, enthusiasm and professionalism.

Personal Contact

Always use the person's name when you write or call a prospective employer. Avoid sending a letter to "Whom it May Concern" or calling the human resources department to ask for "whoever is doing the hiring." Generic forms of address suggest that you don't take time to do your research. Reach out before your initial contact so you can address your correspondence to the appropriate staff member. Don't be reluctant to contact HR. Provided you are courteous and professional, you can usually get information from an HR coordinator or even directly from the recruiter.

My name is Jane Doe and I'm very interested in the paralegal position. I want to send a personally addressed application letter. Would you please give me the correct spelling and title for the recruiter or hiring manager?

I am looking for the name and correct spelling of your human resources manager. Could you please provide me with that information for a time-sensitive letter I am writing?

Cover Letter

In your cover letter, set the stage for a follow up letter. In the final paragraph of your cover letter, indicate that you will contact the addressee within the next few days.

Thank you in advance for your favorable consideration. I will contact you within the next few days to follow up on my interest in the paralegal position.

If you are unable to reach the recruiter by phone, you might have to resort to a follow up letter.

I am following up on my recent application for the paralegal position. I look forward to meeting you soon to explain my qualifications and enthusiasm for this exciting opportunity. Please feel free to call or write with questions or requests for additional information.

Hard Copy or Email

There are advantages to both hard copy and email follow up communications. In an era when much of business communication is electronic, sending a hard copy letter to the recruiter is likely to make you stand out among the rest of the candidates. However, an email follow up can get a quicker response, whether by a return phone call or an emailed reply from the recruiter or hiring manager. Regardless of the form you choose, use the standard business format - not a shorthand cyber-speak note or one-line letter.

Don't send this : I'm am very qualified for the paralegal job that I applied for online last week, so please call me to set up an interview.

Send this : I remain very interested in the paralegal job I applied for last week. My training and prior experience as a paralegal assistant would enable me learn the job quickly.

Include New Information

Your follow-up letter shouldn't just restate what you wrote in your initial cover letter. The purpose of the follow-up letter is to keep your name in front of the reader, not to repeat the same information you sent with your cover letter.

I'm writing to follow up on my interest in the paralegal position with your firm. I noticed that the job posting on the American Bar Association careers web page has expired. Based on my qualifications and 15-plus years of experience as a litigation paralegal, I believe this position is an ideal fit and I hope you will contact me for an interview.

I am writing to follow up on my application for the paralegal position you advertised. I recently learned that your firm is expanding into the area of criminal defense. In addition to my paralegal training at Austin Vo Tech, I have taken college courses in criminal justice. Please don't hesitate to contact me at (222-555-1212) to arrange an interview.

Confirmation of Interview 

If you already have an interview scheduled for a future date -- several days or a week or more -- it's appropriate to send a confirmation letter. Also, if you are traveling long-distance to the interview, always send a confirmation letter and restate your arrival and departure times. The recruiter might provide you with more information about your interview if you touch base with him a day or two before your interview. Use email for this communication since you want the recruiter to receive it as quickly as possible.

I'm writing to confirm our meeting this Thursday at 10 a.m. to discuss my application for the paralegal position with Smith & Smith. Thank you for sending the map and directions.

I look forward to talking to you this Thursday at 10 a.m. to discuss how my credentials qualify me for the paralegal position at Smith & Smith. Please contact me if you have any last-minute questions.

• University of Wisconsin Green Bay: Sample Interview Confirmation Letter
• University of Virginia Career Center: Thank You Letters

Ruth Mayhew has been writing since the mid-1980s, and she has been an HR subject matter expert since 1995. Her work appears in "The Multi-Generational Workforce in the Health Care Industry," and she has been cited in numerous publications, including journals and textbooks that focus on human resources management practices. She holds a Master of Arts in sociology from the University of Missouri-Kansas City. Ruth resides in the nation's capital, Washington, D.C.

Related Articles

An example of a cover letter follow-up, how to respond to interview requests by letter, what to do when i forget my interview time, how to reply back to a phone interview offer, how to write a thank you after the second interview, email format for a follow-up resume, sample letter asking why i was not hired, etiquette for confirming an interview appointment, how to call in regards to your application for employment, most popular.

• 1 An Example of a Cover Letter Follow-Up
• 2 How to Respond to Interview Requests by Letter
• 3 What to Do When I Forget My Interview Time
• 4 How to Reply Back to a Phone Interview Offer

11 Interview Invitation Email Templates and Samples

The interview invitation email acts as the first line of communication between an employer and job candidate after an application is submitted. A well-crafted invitation email helps to engage candidates, generate interest and leave a good first impression as a potential employer. 

Here’s what to know about writing a successful interview invitation email.

How to Write an Interview Invitation Email

• Use a direct subject line. 
• Provide role details. 
• Specify the interview format. 
• Specify the interview location.
• Approximate the interview duration. 
• Provide multiple date and time options. 
• Provide interviewer details. 
• Include your email signature.

Typically, recruiters opt for a formal interview invitation email — one that simply states that they reviewed the candidate’s materials and would like to set up an interview. While it is important to be clear and concise in interview invitations, it is also a great opportunity to create a stand-out candidate experience by emphasizing  company culture and  employee value proposition points.

Plus, interviews are often a source of stress for job seekers, so going above and beyond may make them feel comfortable and confident.  

1. Use a Direct Subject Line

In the subject line, call out that this is an interview invitation; that will grab the candidate’s attention when they are looking through their inbox, ensuring your email is not accidentally overlooked and gets a prompt response .

2. Provide Role Details

Restate the title of the position early on, even in your subject line, if possible. Job seekers may apply to multiple open roles at once, so inform them of the role and company name for the interview to catch them up to speed.  

Access 20 email templates to use throughout the entire recruiting process — from sourcing to extending an offer.

3. Specify the Interview Format

Explain which format the interview will be conducted in, whether that’s in-person,  over the phone , virtual or as part of a group interview.

Related How to Do Panel Interviews Right

4. Specify the Interview Location

As part of in-person interview details, include your office address and either a screenshot of its location on the map or a link to a map with the address. When necessary, let them know who they should speak to about getting access to your floor and mention how they should notify you when they have arrived at the location.

For phone or virtual interviews (as well as related calendar invites), include the phone number or meeting room link and access code information. 

5. Approximate the Interview Duration

Give the candidate an estimate of how long the interview should take, and confirm with a start and end time window. This is especially important for job seekers who are currently employed elsewhere and need to plan the interview around their work schedule.     

6. Provide Multiple Date and Time Options

Some candidates may be currently employed , so it’s best to provide multiple time options with included time zones, and at least a few days’ notice to schedule an interview. 

While this is less feasible when scheduling group interviews , it is still important to offer candidates some latitude regarding interview times if possible.

7. Provide Interviewer Details

Say who the interview will be with and what their job title is — you can even link to their LinkedIn profile to help candidates better prepare. Additionally, state the interviewer’s contact details and relationship to the role, whether they’re the hiring manager or a team member. 

8. Include Your Email Signature

An interview invitation email is an important step in  selling the role while you assess candidate fit . To highlight credentials, include your professional email signature with your job title, company logo and applicable contact information.

Best Practices for an Interview Invitation Email

An upcoming interview can be stressful and a source of anxiety for job seekers. Providing additional information for the candidate’s benefit gives the impression of a compassionate employer that values its people . Include the following information in your interview invitation email to entice prospective employees .

• Mention What to Wear. Candidates want to make sure they look the part for the role. Letting them know what is appropriate in terms of your office dress code takes the pressure off of deciding  what to wear and shifts focus to the conversation.                 
• List Items to Bring. If there are any necessary items to bring, let candidates know ahead of time, so they feel prepared for the interview . Mention if they’ll need any samples of their work (including how many and format), an assessment completed ahead of time or any identification to get into the building.  
• Provide Talking Points to Mention. Providing candidates with a list of topics that will be brought up or discussed can help them prepare and streamline the conversation. State what the interview is about, such as getting to know a candidate better or discussing a recent product launch.  
• Recommend Travel Options. For in-person interviews, reference accessible travel options like subway lines, train stations, bus routes and parking garages in close proximity to your office. Do not assume all candidates will be able to grab a cab or rideshare service.

11 Interview Invitation Email Samples and Templates

If you need a starting point, take inspiration from these 11 interview invitation email samples to send engaging emails to candidates at every interview stage.  

1. Formal Interview Invitation Email

Every  recruiting email you send should adhere to your  employer brand voice and tone. If casual conversations are not your style or you are corresponding with more experienced and executive candidates, use the following email template.  

Subject Line: [Company Name]: Invitation to Interview

Dear [Interviewee First Name] ,

Thank you for your application to the [Job Title] role at [Company Name].  

We would like to invite you to interview for the role with [Interviewer] , [Interviewer Job Title]. The interview will last [Length of Interview] in total.

Please reply to this email directly with your availability during the following date and time options:

[Day, Date – Time, Time Zone] [Day, Date – Time, Time Zone] [Day, Date – Time, Time Zone]

We look forward to speaking with you. 

[Your Name] [Your Email Signature]

2. Casual Interview Invitation Email

If you’re a young company that boasts a desirable  startup culture , show it off by opting for a more informal interview invitation. For a casual, conversational interview invitation email example, use the following email template.  

Subject Line: [Company Name]: Interview Availability

Hi [Interviewee First Name] ,

Thank you for applying to the [Job Title] position at [Company Name] . After reviewing your application, we’re excited to invite you to interview for the role! 

Your interview will be conducted [Format] and last roughly [Length of Interview] . You’ll be speaking with [Interviewer] , our [Interviewer Job Title] here at [Company Name] .

Please let us know if you are available during the following times:

Thanks again for your interest in joining the [Company Name] team! We’re looking forward to speaking with you.

3. Cold Candidate Interview Invitation Email

If you come across an excellent potential employee when  sourcing candidates , you may want to talk to them immediately — especially if they’re in a high-demand role. Use the following template when reaching out to a candidate for the first time to invite them to an interview.  

Subject Line: [Job Title] Opportunity at [Company Name]  

Hello [Interviewee First Name] ,

I came across your profile on [Website/Source] and was interested in your recent work in [Field] . I’m a recruiter at [Company Name] , and we’re looking for a [Job Title] that I think you would be a good fit for.

I would love to hear more about you and tell you about the role. Are you free this week for a quick 15-minute call? I’m available at the following times:

Please let me know if any of these times work for you. 

Looking forward to hearing from you.

4. Referred Candidate Interview Invitation Email

Referred candidates are a  tech recruiter ’s dream — vetted, qualified and most likely aware of your company. How you invite a referred candidate to an interview should follow a similar structure to any of the previous email templates, but with more personalization. Use the following email template when leveraging your  employee referral program to send an interview invitation.  

Subject Line: [Company Name]: [Job Title] Interview Opportunity

I am [Your Job Title] at [Company Name] , and we’re currently looking for a [Open Job Title] to join our team. [Contact Name] spoke very highly of your [Skills] and recommended you for the role.

I took a look at some of your work online, and given your experience, I think you’d be an excellent fit for the role. This is a great opportunity to learn more about [Your Industry] alongside an ambitious team.

I’d love to hear more about you and talk to you about the role. Are you available for a 15-minute phone call sometime tomorrow? 

Let me know!

5. Past Candidate Interview Invitation Email

When recruiting, tap into your  talent community to re-engage qualified candidates who stood out to you during past interviews. Similar to employee referrals , you have a relationship with these candidates and must include enough personal details to get their attention. Use the following email template to invite a past candidate to interview over email.  

Subject Line: [Company Name]: New [Job Title] Opportunity  

I hope this finds you well! I know you applied to the [Previous Job Title] role at [Company Name] back in [Month/Year] , and while we went in a different direction then, we kept your resume on file.

A new [Open Job Title] role just opened up on the [Department] team that I think you’d be an excellent fit for.

We’re currently conducting interviews for the role, and I would love to set up a time for you to talk to [Interviewer] , the hiring manager. Are you available for a [Length of Interview] phone call sometime this week? I’ve highlighted a few date and time options below, let me know if any of them work for you.

Here is a link to the job description on our website. [Include Link] . If you have any questions about the role, give me a call at [Phone Number] .

Thanks, [First Name] ! Looking forward to hearing from you soon.

6. Phone Interview Invitation Email

After an applicant has applied to an open role, the next step may be a phone screen interview to assess their qualifications. When reaching out for the first time to invite them to a phone interview, use the following template.  

Subject Line: [Company Name]: Phone Interview Availability

Thank you for applying to the [Job Title] position at [Company Name] . 

After reviewing your application, we are excited to move forward with the interview process.

We would like to schedule a [Length of Interview] phone call with [Interviewer] , [Interviewer Job Title] at [Company Name] . 

Below are some date and time options:

Please reply directly to this email and let me know if you are available at any of the above times. From there, I’ll coordinate with [Interviewer] and send you an email with a calendar invitation to confirm the date and time.

7. Virtual Interview Invitation Email

When requesting a video interview, send the interview invitation far enough in advance so candidates are able to plan accordingly. Use the following template to send a video interview invitation. Once you have confirmed the date and time, be sure to include the meeting room link and any access information needed to join the interview.  

Subject Line: [Company Name]: Video Interview Availability

After reviewing your application, we would like to invite you to interview with [Interviewer] , our [Interviewer Job Title] .

So we can get to know you better, the interview will be conducted over video using [Video Conferencing Platform] and last about [Length of Interview] in total. 

We want you to be able to plan accordingly, so we’ve provided a list of date and time options over the next week. Please take a look and let us know which date is best for you.

We’re looking forward to continuing the conversation.

8. In-Person Interview Invitation Email

In-person interviews typically follow an initial phone or video conversation, so you should have a solid relationship with the candidate at this point. Customize the following template carefully before sending an in-person interview invitation.  

Subject Line: [Company Name]: On-site Interview Invitation 

[Interviewer] was really impressed by you during your last conversation about the [Job Title] position and we’re excited to invite you to interview at our office!

Please review the date and time options I’ve provided below and let me know which one works best for you. From there, I’ll send a confirmation email with a calendar invitation.

We’re excited to meet you in person, and we want you to feel comfortable and prepared when you arrive. Below is some information about us to help you plan for your interview.

You will be meeting with [Interviewer] , [Job Title] , and [Interviewer 2] , [Job Title 2] . The interview will last no more than [Length of Interview] .

During the interview, you will be asked to complete a skills assessment and discuss some of your recent work. Please bring [Quantity] samples of your [Work] , as well as a form of identification to be admitted to the building. 

Our office is located at [Address] . We’re close to [Public Transportation Options/Parking Details] .

Our office dress code is [Dress Code] , but we encourage you to wear whatever you’re most comfortable in.

Please reply directly to this email with your availability during the suggested times. If you have any questions, feel free to call me at [Phone Number] .

9. Second Interview Invitation Email

When you are ready to invite a candidate to a second interview, use the following template. Making it to the next round is a big accomplishment for candidates, so convey your enthusiasm to keep them interested. Additionally, provide any helpful information upfront so they continue to feel supported going into the next round.  

Subject Line: [Company Name]: Invitation for Second Interview

Thank you for taking the time to speak with [Interviewer] about the [Job Title] position at [Company Name] .

We’re quite impressed by you and are eager to continue the conversation! We’d like to schedule a second interview with you during one of the following time options:

You will be speaking with [Interviewer] , [Interviewer Job Title] , and the interview should last no more than [Length of Interview] .

Please let me know which time works best for you. I will send a calendar invitation to confirm once we have selected a date and time. 

10. Group Interview Invitation Email

Coordinating a group interview can be challenging without preparation. To simplify the process, use a  scheduling or calendar tool to allow candidates to select the times that work best for them. Once aware of everyone’s availability, use the following group interview invitation template as a next step.  

Subject Line: [Company Name]: Group Interview Invitation

Thank you for applying to the [Job Title] position at [Company Name] . After reviewing your application materials, we are pleased to move forward with the interview process. 

We would like to invite you to an interview at our office. You will interview as a part of a group with [Number] other applicants. The interview will last no more than [Length of Interview] .

To help us schedule the interview, please select your availability from this calendar link: [Insert Link] .

From there, I will coordinate between the other candidates and the hiring team to confirm a time that works for all involved. You will receive an email with a calendar invite link to confirm the interview.

To help you prepare, here is some information about the interview and [Company Name] .

You will be meeting with: [Interviewer] , [Job Title] and [Interviewer 2] , [Job Title 2] . 

Length of interview: [Minutes/Hours]

Interview agenda: During the interview you will be asked to complete several exercises with the other candidates. [Additional Information]  

Our office location: [Address]  

We’re close to [Public Transportation Options/Parking Details] .

Our office dress code: [Dress Code] , but we encourage you to wear whatever you’re most comfortable in.

We’re looking forward to meeting you! If you have any questions, don’t hesitate to reach out.

11. Final Interview Invitation Email

Emphasize your excitement when sending a final interview invitation email. At this point, candidates have been through several rounds of  your interview process , and you need to keep them engaged and informed on the next step. Reduce the body text of your email by linking out to the pertinent information. These details could be on a hidden page of your website or a Google Doc in “View Only” mode. Customize the template below to send the perfect final-round interview invitation email.  

Subject Line: [Company Name]: Final-Round Interview Invitation

Thank you for your recent interview regarding the [Job Title] position at [Company Name] . We appreciate your dedication to the process and are pleased to share that you have been selected for a final interview at our office! 

We believe you are an excellent candidate for the position and we’re excited to continue the conversation with you.

The interview will be with [Interviewer] and will last no longer than [Length of Interview] . Below are some proposed time and date options:

To help you plan and prepare for your on-site interview, click here to view additional information about our office and nearby travel options. [Include Link to Additional Information] .

Please reply to this email with your availability. I will then confirm the date and time internally and send you a confirmation email with a calendar invitation. 

If you have any questions in the meantime, feel free to reach out.

[Your Name] [Your Email Signature]                                                            

Frequently Asked Questions

How do you invite someone for an interview.

It’s considered professional to invite someone to an interview by sending a short email. The email should contain a clear subject line and details like the location and format of the interview, a description of the role and the interviewers’ names and titles.

Can you invite a candidate to an interview via text?

It’s become acceptable for recruiters to invite candidates to interviews via text. Recruiters may also text candidates job descriptions, background questions and other elements of the recruiting process. 

Great Companies Need Great People. That's Where We Come In.

Interview invitation email templates

Scheduling interviews with candidates doesn't have to be tedious! Well-crafted interview invitation email templates can make all the difference in streamlining your hiring process and setting the tone for a positive candidate experience.

We have 12+ interview invitation email templates to help you invite candidates to all types of interviews with ease. These templates are designed to be simple, straightforward and customizable to fit your business's unique needs. You can easily add them to your email client or better yet, use them in your hiring software to automate your recruitment.

We'll also go over some best practices for crafting effective interview invitation emails that will help you stand out from the competition and attract top talent. Whether you're a startup founder, a recruiter, a first-time hiring manager or a people ops professional, our goal is to provide you with the tools you need to make your hiring process as smooth as possible.

📣 Once you've nailed your interview invitation, be sure to check out the best practices on how to conduct a job interview !

How to write an interview invitation email

• Create a subject line that lets the candidate know you're inviting them for an interview at your company. (Include your company name.)
• Begin with a friendly greeting that addresses the candidate by name.
• Be clear and concise about the details of the interview, including the type of interview, the role that it's for and the expected duration.
• Give a selection of dates and times for the candidate to choose from.
• Provide a brief overview of what will happen in the interview, such as who the candidate will be meeting with and what topics will be covered.
• Request information about any accommodations that can be made to ensure a comfortable and successful interview for the candidate.
• Make sure to proofread the email for any spelling or grammatical errors before hitting send.

Pop any of the following email templates into Homerun's hiring software and streamline your entire hiring process from start to finish.

Interview invitation email templates and examples

1. casual interview invitation.

When sending an interview invitation email, some companies prefer to keep it casual . A friendly and approachable tone not only puts candidates at ease, but it can also give them a taste of your company culture and how your team communicates at work.

Subject line: Interview for [Position] at [Company Name] Hi [Candidate's First Name], Thanks for your application for the [Job Title] position at [Company Name]. We’re excited to invite you to the first stage of the interview process! During this [Length of Time] [phone/video/in-person] interview, we'll get to know each other a little better and you'll have the opportunity to learn more about our company and the role. We have a few dates and times available for the interview, so let us know which one works best for you: • [Date and Time] • [Date and Time] • [Date and Time] If none of these work for you, feel free to suggest some other times and we'll find a solution! We’re committed to creating a comfortable and inclusive environment for all candidates, so please let us know if you need any accommodations for the interview. Looking forward to hearing back from you soon! Cheers, [Your Name and Job Title]

2. Formal interview invitation

When the company or the position itself requires a more professional tone, a more formal interview invitation will make sense for you. Remember, templates can always be tweaked to match your employer brand and voice.

Subject line: Interview for [Position] at [Company Name] Dear [Candidate's Name], I am writing to invite you for an interview for the position of [Job Title] at [Company Name]. We were impressed by your application and believe that you would be a great fit for our team. The interview will be conducted [on the phone/online/in person] and will take approximately [Length of Time]. We will discuss your work experience, skills, and qualifications in-depth and provide you with more information about the position and our company. Please let us know which of the following dates and times works best for you: • [Date and Time] • [Date and Time] • [Date and Time] We want to ensure that you have a comfortable experience during the interview, so if you need any accommodations or have any special requirements, please let us know and we will do our best to accommodate you. Thank you for your interest in our company, and we look forward to hearing back from you soon. Sincerely, [Your Name and Job Title]

3. Introduction call (or phone screen) invitation email

If you've received an application and you like what you see, it's a great idea to set up an introduction call, a.k.a. a phone screen interview . It's a chance for you and the candidate to get to know each other, make sure you're on the same page and discuss practicalities like what the role entails, the candidate's experience and salary expectations. Use a phone interview invitation email template to help you quickly set up a call.

Subject line: Phone interview for [Position] at [Company Name] Hi [Candidate's First Name], Thank you for your patience while we've been reviewing applications for the [Job Title] position. I’m excited to move forward and schedule a brief introductory phone call with you! This call will last about [Length of Time] and I'd love to learn more about your experience as well as answer any questions you have about the position and our company. Please let me know which of the following dates and times work best for you for a phone call: • [Date and Time] • [Date and Time] • [Date and Time] If you can’t make any of these, feel free to reply to this email to suggest other times that would work for you. We’re committed to creating a comfortable and inclusive environment for all candidates. If you require any accommodations during this call, simply let me know in advance so we can make the necessary arrangements. I look forward to chatting with you! Kind regards, [Your Name and Job Title]

4. First interview invitation email

Use this template to invite a candidate to the first stage of the interview process. Remember to provide any necessary details about the format of the interview, who they’ll be meeting with and what topics will be covered.

Subject line: Interview for [Position] at [Company Name] Hi [Candidate's First Name], Thanks again for taking the time to chat with me on the phone! I'm very happy to move you to the next stage of our hiring process — a [Length of Time] [video/in-person] interview. This interview will include me and my colleague [Colleague's First Name], our [Job Title]. If you'd like to learn a little about [him/her], here is [his/her] LinkedIn profile: [Link to LinkedIn Profile] In this interview, we'd like to learn more about your previous work experience, your strengths and weaknesses, what you’d still like to learn and how you’d like to develop your career in the next few years. And of course, there will be plenty of time for you to ask questions as well. Please let me know which of the following dates and times work best for you for an interview: • [Date and Time] • [Date and Time] • [Date and Time] Also, we want to ensure that we create an inclusive and supportive environment for all candidates. If you require any accommodations during this interview, please let us know in advance so we can make the necessary arrangements. Best regards, [Your Name and Job Title] ‍

5. Second interview invitation email

You can customize the following template to invite a candidate who has already gone through an initial interview or screening to a second interview. In this stage, they'll learn even more about the role and the company's culture and together you'll discover if your values align.

Subject line: Follow-up interview for [Position] at [Company Name] Hi [Candidate's First Name], Thanks for a great conversation! We really enjoyed learning more about your work experience and how you see your career progressing. We’re excited to invite you to the second interview in our process. This will be a [Length of Time] [video/in-person] interview where we'll chat about values with our team. For this interview, you'll be talking to both me and [Your Colleague's First Name], our [Colleague's Job Title]. We'll talk about what drives you, what you find important, how you approach teamwork and what you value in work and in life. We'll also dive into our company values and give you a better idea of what it’s like to work at [Company Name] so you can see if we’re a fit for you too. Please let me know which of the following dates and times work best for you for an interview: • [Date and Time] • [Date and Time] • [Date and Time] As always, we strive to create an inclusive and supportive environment for all candidates. If you require any accommodations during this interview, please let us know in advance so we can make the necessary arrangements. We're looking forward to chatting with you! Best, [Your Name and Job Title] ‍

6. Group interview invitation

When you'd like to interview several candidates at once or have multiple team members meet with a candidate simultaneously, you can use one of the templates below to invite them to a group interview. We've included one template for an interview with multiple candidates and another for when you're engaging in collaborative hiring and you want relevant team members to interview the candidate together.

💪 Hiring tip: Once you figure out everyone's availability, you can use Homerun to send a branded interview invitation (you choose the colors and logo) and also invite your teammates to join in!

For an interview with multiple candidates: 

Subject line: Group interview invitation for [Position] at [Company Name] Hi [Candidate's First Name], Thank you for your interest in the [Job Title] position at [Company Name]. We have reviewed your application and are excited to move forward with the interview process. We would like to invite you to an upcoming group interview where you will be meeting with [Number] other candidates. During this interview, we’ll discuss your skills, experience and qualifications for the position. The interview will last for approximately [Length of time] and will be held [online, in person]. Please let us know which of the following dates and times work best for you for the group interview: • [Date and Time] • [Date and Time] • [Date and Time] We will do our best to coordinate a date and time that works for all candidates involved and will follow up with a confirmation email. In the meantime, please let us know if you require any accommodations to ensure a successful interview process. We look forward to meeting with you soon and discussing your qualifications further. Kind regards, [Your Name and Job Title] ‍

For an interview with multiple team members: 

Subject line: Group interview invitation for [Position] at [Company Name] Hi [Candidate's First Name], We’d like to invite you to a group interview for our open [Job Title] role. During this [Length of Time] [video/in-person] interview, you’ll have the opportunity to meet some of the team members you would be working directly with and learn more about our company culture. This interview will include myself and [Interviewer Names and Job Titles]. You can check out our LinkedIn profiles here: [Add links to LinkedIn profiles] We believe this group interview format will allow you to showcase your teamwork and communication skills, while also getting a chance to learn how our team approaches problem-solving and collaboration. Please let us know which of the following dates and times work best for you for the group interview: • [Date and Time] • [Date and Time] • [Date and Time] We look forward to hearing back from you and can't wait to learn more about you as a team! Kind regards, [Your Name and Job Title] [Interviewer 2], [Job Title] [Interviewer 3], [Job Title] ‍

7. Video interview invitation email

Part of any good remote interview process is getting candidates set up for success. Be sure to prep them on any virtual recruiting tools you might be using during the interview and send short instructions or video tutorials for these in advance.

📣 Hiring remotely? Check out our interview questions for remote workers

Subject line: Video interview for [Position] at [Company Name] Hi [Candidate's First Name], Thank you for your application for the [Job Title] position with [Company Name]. We're excited to learn more about you and your qualifications! We would like to invite you to a video interview with [Interviewer Name], our [Job Title]. This will be a chance for us to discuss your experience and qualifications in more detail, as well as for you to learn more about the position and our company culture. Please let us know which of the following dates and times work best for you for a video call: • [Date and Time] • [Date and Time] • [Date and Time] If you can’t make any of these, feel free to reply to this email to suggest other times that would work for you. We want to make sure that everyone has an equal opportunity to succeed, so if you require any accommodations for the video interview, please let us know in advance and we'll do our best to make the necessary arrangements. We'll be using [Video Interview Platform] for the interview. If you haven't used this platform before, we recommend that you test it out beforehand to ensure that you have a smooth interview experience. Here's a quick and helpful video tutorial: [Link to tutorial on how to use video interview platform]. Looking forward to hearing back from you soon! Best, [Your Name and Job Title] ‍

Send emails, plan interviews, communicate with your team and keep track of candidates – all in one place. 🌟

8. In-person/face-to-face interview invitation

When inviting a candidate to meet in person, it's good practice to provide not only the meeting location, but also important details like codes to get into your building, your office floor number and/or any other instructions that could be helpful. You can also send a map and transit tips to get to you, and your phone number in case they get lost.

Subject line: In-person interview for [Position] at [Company Name] Hi [Candidate's First Name], Thank you for applying for the [Job Title] position at [Company Name]. We're excited to learn more about you and your qualifications! We would like to invite you to an in-person interview with [Interviewer Name(s)] at our office located at [Office Address]. This will be an opportunity for us to discuss your experience and qualifications in more detail, as well as for you to learn more about the position and our company culture. Please let us know which of the following dates and times work best for you for an in-person interview: • [Date and Time] • [Date and Time] • [Date and Time] If you can’t make any of these, feel free to reply to this email to suggest other times that would work for you. We want to make sure that everyone has an equal opportunity to succeed, so if you require any accommodations, please let us know in advance and we'll do our best to make the necessary arrangements. On the day of the interview, you will check in at the reception desk and I will come down to get you. Please plan on arriving a few minutes early to leave room for any unforeseen circumstances. If you encounter any difficulties, you can reach me at this number: [Insert phone number] Looking forward to hearing back from you soon! Best, [Your Name and Job Title] ‍

9. Referral candidate interview invitation

This template can be used to invite a candidate who has been referred to your company by an existing employee or someone in your network. It's a good opportunity to express interest in learning more about the candidate's qualifications and also provide them with a chance to ask questions.

Subject line: [Referrer's First and Last Name] referred you for an interview at [Company Name] Hi [Candidate's First Name], [Referrer's First and Last Name] suggested that we reach out to you regarding our open [Job Title] position. We were thrilled to learn about you and would like to invite you to a [Length of Time] [phone/video/in-person] interview to discuss your skills and experience in detail and answer any questions you might have about the position and our company. If this sounds good to you, please let us know which of the following dates and times would work best for you: • [Date and Time] • [Date and Time] • [Date and Time] If you can’t make any of these, feel free to reply to this email to suggest other times that would work for you. Also, we want to ensure that we create an inclusive and supportive environment for all candidates. If you require any accommodations during this interview, please let us know in advance so we can make the necessary arrangements. Thanks and we look forward to your response! Best regards, [Your Name and Job Title] ‍

10. Cold Candidate interview invitation

Sourcing involves inviting a candidate who hasn't applied to your open position but might be a good fit for the role and your company. The idea of this template is to introduce both and provide enough details to pique their interest. Hint: Make sure your career page is on point !

Subject line: Chat about our [Job Title] role at [Company Name] Hi [Candidate's First Name], My name is [Your First Name] and I’m the [Job Title] at [Company Name]. I came across your profile on [Name of Platform] and was very impressed with your background and experience. Based on [Share something you learned from their profile or portfolio], I think you could be a great fit for this role! I’d love to invite you for a [phone/video/in-person] chat to learn more about you and share some details about our open [Job Title] position. This chat will be a time for us to discuss your experience, qualifications and passions, as well as answer any questions you may have about the position and our company. If you’d like to learn a bit more about us, here’s our career page: [Add link to career page] Please let me know which of the following dates and times work best for you and the amount of time you have available to speak: • [Date and Time] • [Date and Time] • [Date and Time] If you can’t make any of these, feel free to reply to this email to suggest other times that would work for you. If you need any accommodations during our discussion, please let me know so we can ensure you have a comfortable and positive experience. Looking forward to your response! Best, [Your Name and Job Title] ‍

11. Past candidate interview invitation email

This template is for a candidate who has applied to a previous job opening or has already been interviewed but wasn't selected for the position. It's a way for you to express continued interest and provide an opportunity for the candidate to be considered for your new open role.

Subject line: Circling back: Interview for [Position] at [Company Name] Hi [Candidate's First Name], I hope this message finds you well. I really enjoyed learning about you during our previous hiring process through [our interview(s)/your application]. Based on [our last conversation/your previous application], I thought you might be interested in our open [Job Title] role. That said, I'd like to invite you to a [Length of Time] [Phone/Video/In-person] where you can tell me what you've been up to and any new skills or experiences you’ve acquired since we last spoke. We’ll also discuss the role and answer any questions you may have. If you're interested, let me know which of the following dates and times work best for you: • [Date and Time] • [Date and Time] • [Date and Time] And if you need any accommodations during the interview process, please let me know so we can ensure you have a comfortable and positive experience. Looking forward to speaking with you! Best, [Your Name and Job Title] ‍

12. Final round interview invitation

Customize this template to invite a candidate who has made it to the final stage of the interview process. Don't forget to express enthusiasm and provide any final details or instructions they may need.

Subject line: Final round interview for [Position] at [Company Name] Hi [Candidate's First Name], Congratulations on making it to the final round of interviews for the [Job Title] position! We would like to invite you to a final [video/in person] interview with me and [Interviewer Names and Job Titles]. This will be a chance for us to discuss your experience and qualifications in more detail, as well as for you to meet with other members of the team. You can check out their LinkedIn profiles here: [Insert links to LinkedIn Profiles] Please let me know which of the following dates and times work best for you: • [Date and Time] • [Date and Time] • [Date and Time] As always, we want to make sure that everyone has an equal opportunity to succeed, so if you require any accommodations for the final interview, please let us know in advance. Looking forward to speaking with you! Best regards, [Your Name and Job Title] ‍

Interview invitation best practices

• Communicate the purpose of the interview: When sending out an interview invitation, make sure to clearly state the purpose of the interview, such as discussing the candidate's experience or skills or introducing them to your company and the culture.
• Provide all necessary details: Include important details in the invitation, such as the date, time, location and format of the interview (one-on-one, group, informal, behavioral, situational, virtual, etc.), as well as the name and job title of the interviewer(s).
• Offer suggested dates and times: Offer a few suggested dates and times for the interview, and ask the candidate to confirm which one works best for them. This will help streamline the scheduling process and ensure that both parties are on the same page. Be willing to accommodate the candidate's schedule if necessary, and offer alternative options if the suggested interview times don't work for them.
• Prep the interviewee as much as possible: Let the candidate know exactly what to expect during the interview, including how to get to you (if meeting in person), what topics will be covered and who they will be meeting with. You can even share your team members' LinkedIn profiles or the About Us section of your company's career page so they'll get to know you a bit in advance. All of this can help candidates prepare and feel more confident going into the interview.
• Ask about accommodations for candidates: Remember that different candidates may require different accommodations in order to participate in the interview process. For example, candidates with disabilities may need wheelchair accessibility, an interpreter or a quiet room for the interview. Neurodivergent candidates may require additional time to process questions or alternative methods of communication. It's important to be aware of these potential needs and to work with candidates to provide the necessary accommodations.
• Don't be afraid to get personal: Templates are great for saving time and making sure you include the right info, but you should always look for opportunities to infuse your own voice and personality into your messages. If you learned something cool about a candidate you're sourcing , then share that! And if you've already talked to someone and want to invite them for the next round of interviews, add a reference to something you talked about or something you appreciated in your previous interview. Even your preferred sign-off can add a nice personal touch to your email.
• Follow up promptly: After sending the interview invitation email, make sure to follow up if the candidate doesn't respond. This will help keep the process moving forward and show that you're serious about their candidacy. Also, remember to contact candidates in a timely manner to let them know if they've been selected (or not) to move forward in the hiring process. Good communication is key and ghosting is a big no-no. You should also be sure to send an interview confirmation email ahead of your interview.

The interview invitation email is the first impression a candidate has of your company and can set the tone for the rest of the hiring process . Sending a clear and concise email to set up an interview gives candidates all the necessary information they need to feel comfortable and prepared for all types of interviews. By being proactive and communicating with candidates ahead of time, you can help ensure that everyone has an equal opportunity to succeed.

Add these email templates to Homerun’s hiring software and simplify your entire hiring process. Try it for free!

Well-crafted and personalized interview invitations can make a huge difference in attracting and securing top talent for your company. When you follow these best practices and use the tips and templates provided, you can simplify and speed up the hiring process while creating a positive experience for both you and your candidates.

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Writing an Email to a Potential Employer – Templates & Examples

• August 17, 2023

Ah, the modern job hunt. It’s a bit like navigating the world of online dating.

You spot that dream job, your heart skips a beat, and you’re ready to make the first move .

Now, sending an email to a potential employer? Well, that’s your pick-up line, your icebreaker.

And trust me, you don’t want it to be the digital equivalent of “Did it hurt when you fell from heaven?”

So, grab a coffee, get comfy, and let’s craft an email that’s memorable for all the right reasons.

An email so irresistible, your potential employer will be swooning over their keyboard. Ready? Dive in!

Why Would You Write an Email to a Potential Employer

Writing an email to a potential employer can feel like a pivotal moment in your job hunt. Think about it. You’ve spotted a golden opportunity, and you’re ready to reach out and make that connection .

When you write an email to an employer about a job, it’s your chance to introduce yourself, showcase your skills, and make a lasting impression .

Whether you’re sending an introductory email to a potential employer, responding to a job opportunity email, or even following up after an interview, it’s essential to convey professionalism , enthusiasm , and genuine interest .

Knowing how to start an email to an employer, how to address a potential employer in an email, and even how to sign off can make all the difference. An effectively crafted email can be the bridge between you and your dream job .

So, when you sit down to craft that perfect message to send to potential employers, remember it’s more than just words on a screen—it’s a chance to set the stage for your future career.

Key Elements of an Email to a Potential Employer

When reaching out to a prospective employer, the content and presentation of your email can be crucial. You want to strike a balance between professionalism and personability.

Here’s a breakdown of the key elements to keep in mind:

Subject Line

The first impression matters, and in emails, your subject line is that first impression . A catchy, relevant subject line can set the tone for what follows. It acts as the headline of your email, drawing the reader in.

Your subject line should encapsulate the essence of your message . For instance, if you’re applying for a software developer position, a subject line like “Passionate Java Developer with 5+ Years of Experience” can be impactful. Avoid vague titles. Precision and clarity , mixed with a bit of intrigue, can lead to higher open rates.

Introduction

Imagine walking into an interview room: your introduction is the initial handshake , the moment you look the interviewer in the eyes and introduce yourself. The same goes for the opening part of your email.

This section should include a greeting tailored to the recipient (using their name if known) and a brief introduction of who you are. This isn’t the space to list down your achievements, but rather to give a glimpse of your background like, “I am a digital marketing enthusiast with a penchant for data analytics.”

Why are you writing this email? This segment should clearly state your intentions . Whether you’re inquiring about a job vacancy, following up on a previous conversation, or expressing unsolicited interest, your purpose should shine through.

A well-articulated purpose ensures that the recipient understands your intent right from the beginning. Avoid burying the lead; the sooner you get to the point, the better.

Qualifications

Now that you’ve introduced yourself and stated your purpose, it’s time to delve into what makes you a fit for the position or the company. Here, showcase key achievements, skills, and experiences that align with what the employer might be seeking.

Rather than a laundry list of all your qualifications, pick the most relevant ones , and provide a little context. For instance, instead of just saying you led a team, you might specify “I led a cross-functional team of 15, driving three major product launches in 2020.”

Highlighting that you’ve researched and understand the company’s values , goals , and challenges can set you apart from other candidates.

Express genuine enthusiasm for what the company does, or acknowledge recent milestones they’ve achieved. This showcases not just your interest in the job but also in the organization as a whole.

The closing line is your wrap-up. Here, you’re tying up the loose ends and leaving the ball in the recipient’s court. A graceful close would reaffirm your interest , indicate hopefulness for a response, and thank the reader for their time. This ensures that the email ends on a polite, positive note.

Think of your email signature as your virtual business card. It’s not just about your name; it’s about providing clear ways for the recipient to reach out to you or learn more about you.

Essential details would be your full name , phone number , and perhaps your LinkedIn profile or online portfolio . If you’re representing an organization or have a particular designation, include that as well.

Sample Emails to Potential Employers + Templates

Diving into the job market? You’re in the right place. When reaching out to potential employers, your email game has to be on point . So, let’s get you geared up with some fantastic sample emails and templates , tailor-made for different scenarios.

Cold Email for a Job Opportunity

Stumbling upon a dream company with no advertised roles? This situation doesn’t mean you’re out of luck. Sending a cold email can be your ticket in. Begin by introducing yourself, ensuring you explain how you discovered the company . Your next move?

Highlight your unique value proposition ; perhaps there’s a particular skill set or experience you have that they might find indispensable. Round off your email by suggesting a chat or a meeting, providing them with a window into your availability.

Here’s an email template:

Subject: Enthusiastic [Your Profession] Eager to Contribute to [Company Name]

Hello [Recipient’s Name],

I recently came across [Company Name] while researching industry leaders in [specific field or industry], and I was truly impressed by [specific achievement or feature of the company].

My name is [Your Name], and I’m a [Your Profession] with [X years] of experience in [specific relevant skill or job role].

I believe my background in [specific skill or achievement] can bring a unique perspective and benefit to your team.

While I understand there may not be any current openings that fit my profile, I’d love the opportunity to chat about how I might be a potential fit for any upcoming or unlisted roles.

Thank you for taking the time to consider my outreach. I hope we can connect soon.

Warm regards,

[Your Name] [Your Phone Number] [Your LinkedIn Profile or Portfolio]

Follow-Up After an Interview

The period after an interview, bathed in silence, can test anyone’s patience. That’s where a smartly-timed follow-up email comes into play. Kick things off by extending your gratitude for the chance they gave you to chat about the position.

Pivot next to a concise reiteration of how your skills and experience align seamlessly with their needs. Finish up by signaling your undiminished enthusiasm for the role, ensuring they know you’re still very much in the game.

Subject: Thank You for the Opportunity, [Recipient’s Name]

I wanted to extend my gratitude for taking the time to discuss the [specific job role] with me last [day of the week]. It was truly enlightening to learn more about [specific aspect of the company or role].

Reflecting on our conversation, I’m even more convinced that my experience in [specific skill or project] aligns well with [Company Name]’s objectives. I’m eager to bring my expertise to your dynamic team.

Thank you once again, and I look forward to any updates you might have.

Best wishes,

[Your Name]

Networking Outreach

The saying goes that in the world of careers, it’s often about who you know. Reaching out for networking purposes is therefore a crucial move in your professional playbook. To initiate, find a slice of common ground ; perhaps you have a shared contact or a mutual professional interest.

Then, lay your cards on the table, clearly stating your reason for reaching out. It could be for some seasoned advice, industry insights, or the potential for collaboration. Conclude with a soft close , maybe proposing a coffee chat, a call, or attending a networking event in tandem.

Subject: Mutual Interest in [Industry/Topic] – Connecting with [Your Name]

I hope this email finds you well. My name is [Your Name], and I’ve been an admirer of your work in [specific industry or project]. Our mutual connection, [Shared Contact Name], spoke highly of your insights in this field.

I’m reaching out to connect and share experiences, and perhaps explore potential collaborations. Would you be open to a brief chat over coffee or a call in the coming weeks?

Thank you for considering my message. I’m keen to learn from someone with your expertise.

[Your Name] [Your Phone Number] [Your LinkedIn Profile]

Thank You After a Job Offer

Sealed the deal with a job offer? Fantastic! But hold on just a moment before you jump in. A ‘thank you’ email is a graceful step to ensure you start on the right foot . Lead with your genuine appreciation for the offer they’ve extended.

Subsequently, reaffirm your excitement and eagerness about diving into the role and contributing to the team. As you wrap up, consider asking about any logistical next steps – be it essential paperwork, the schedule for your first day, or any other onboarding processes.

Subject: Gratitude for the Offer – Excited to Join [Company Name]

I wanted to express my sincere thanks for extending the offer for the [specific job role] at [Company Name]. It’s truly an honor.

I’m excited about the opportunity to contribute to your team and bring my experience in [specific skill or project] to the table. Could you guide me on the next steps for onboarding and any other essentials I should prepare?

Thank you again, and I eagerly anticipate starting this new journey with [Company Name].

Essential Tips for Emailing Potential Employers

Alright, diving right into the good stuff! When you’re sending emails to potential employers, it’s like casting a fishing line into a vast ocean. You want to make sure your bait is the juiciest! So, to help you make a splash, here are some killer tips you need to follow:

• Craft a Catchy Subject Line : Your subject line is the first thing they see. Make it stand out, but keep it professional.
• Personalize Your Greeting : Generic salutations are a no-go. Use the recipient's name, and if you're unsure of their name, a bit of online research can usually do the trick.
• Keep it Short and Sweet : Time is of the essence. Make your point clear without overwhelming them with too much text.
• Showcase Your Value : Highlight how you can be an asset to their team. Sprinkle in specific skills or experiences that align with their needs.
• Proofread, Proofread, Proofread : Typos or grammatical errors can be a dealbreaker. Triple-check your email before hitting send.
• Add a Professional Signature : Your name, contact details, and a link to your LinkedIn profile or online portfolio can seal the deal.

There you have it! Armed with these tips, your emails will have the edge they need to capture potential employers’ attention. Best of luck out there!

Common Mistakes to Avoid when Emailing Potential Employers

Before you hit that ‘send’ button on your email to a potential employer, let’s chat about some common pitfalls you’ll want to sidestep. It’s super easy to trip up on these, but don’t worry, we’ve got your back. Here’s the scoop:

• Generic Greetings : Starting your email with 'To whom it may concern' is so last decade. Dive in, do your research, and address the right person by name.
• Oversharing : Telling your life story isn't the aim. Focus on the specifics of the job and how your skills align.
• Skipping the Proofread : Typos, misspellings, or incorrect company names? Yikes. A quick read-through can save you from embarrassment.
• Using Casual Language : This isn't a text to your buddy. Ditch the slang and emojis for a more polished approach.
• Forgetting Attachments : Mentioning an attached resume and then forgetting to attach it? A classic oops moment. Double-check before sending.
• Ignoring Follow-up Etiquette : Bombarding them with follow-up emails can be off-putting. Give them some breathing room.

Remember, every email leaves an impression. With these tips in mind, you’ll be sure to leave a stellar one. You got this!

Frequently Asked Question on Writing an Email to Potential Employers

Alright, superstar, so you’re on the brink of crafting that standout email to a potential employer. But wait! You’re not the only one with questions, trust me. Everyone’s got those nagging thoughts popping up, and I’ve seen a few FAQs floating around. Let’s demystify some of them.

How long should I wait before following up?

Ah, the age-old question of patience vs. persistence. After sending your initial email, it’s best to give it a week . Employers are juggling a lot, and while you’re a priority, they might need a moment to catch up.

When you do follow up, keep it professional and reiterate your enthusiasm for the position. Remember, there’s a fine line between being keen and being clingy.

What should I do if I realize I've made a mistake in the email after sending?

Don’t hit the panic button just yet. We’re all human, and mistakes happen. If it’s a minor typo, let it go; chances are they might not even notice. But if you’ve addressed it to the wrong person or company, or forgot a crucial attachment, it’s wise to send a concise, apologetic follow-up email .

Own up to the error, correct it, and move forward . Showing accountability speaks volumes.

Is it okay to use humor in my email?

Humor can be a great way to showcase personality, but tread lightly. While you want to come across as approachable and genuine , it’s important to read the room. If you’re familiar with the company culture and feel like a light joke or pun fits, go for it.

But if you’re unsure, it’s always safer to stick to being professional . Remember, first impressions count and humor is subjective.

Key Takeaways on Writing an Email to Potential Employers

Alright, let’s wrap this up! Emailing potential employers is more art than science. Getting it right involves striking that perfect balance of professionalism with a dash of personality.

So, always nail that subject line because it’s the first thing they see. Tailor your content, from the introduction to expressing your interest, and always ensure you end with a call to action.

But remember, even with the perfect email structure , it’s essential to avoid pitfalls like sending generic content, forgetting attachments, or addressing the email incorrectly. 

And hey, while it’s natural to have questions, like wondering about the right time to follow up or whether to inject humor, it’s all about reading the room and staying true to yourself .

Emailing might feel tricky, but with patience and practice, you’ve got this. Go shine in that inbox!

To achieve the best results with email outreach, we recommend using a professional email automation software

13 best cold email platforms rated and compared

Edgar Abong

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Last Updated on August 17, 2023 by Edgar Abong

How To Write A Letter Of Interest (Sample Templates Included)

Mike Simpson 0 Comments

By Mike Simpson

Updated 5/9/2022

We’ve all been there… You’ve combed all of the job boards in search of the perfect job but, alas, haven’t been able to find anything that’s a great fit. Fortunately, there’s still one more lifeline you have at your disposal, and if used properly, it can end up being one of the most rewarding things you do for your career.

So what is this secret weapon I speak of? A letter of interest, of course!

With a letter of interest, you can connect with more opportunities. Here’s how.

What Is a Letter of Interest?

A letter of interest is a letter you send to your target company, letting them know that you’re interested in working with them. It’s also a way to see if there are any potential job opportunities that match up with your skillset that aren’t openly advertised, allowing you to tap into the hidden job market . Since over 80 percent of jobs go unadvertised, that’s a big deal.

Generally speaking, a letter of interest can be sent at any time regardless of whether a company is actively hiring, as it isn’t sent in response to a specific job opening. Rather, it’s a way of introducing yourself to a company you’re interested in and seeing about the possibility of employment with them.

Letters of interest are sometimes also called letters of inquiry for just this reason. You’re inquiring if they might have a position for you. This is the part of the equation that can be very rewarding. Rather than applying to jobs that aren’t a stellar match, you get to handpick the companies that you contact. Pretty awesome, right? We think so.

Letter of Interest vs. Cover Letter

In many ways, a letter of interest is like a cover letter. However, when it comes to a letter of interest vs. cover letter, there are differences, too.

Generally speaking, cover letters typically target specific, open jobs. With a letter of interest, you’re reaching out even though there isn’t an advertised vacancy.

Since that’s the case, cover letters are more targeted. They speak to a specific position, referencing details from the job ad. Letters of interest are a touch more general, highlighting your strengths in a field and how you could benefit the company in a broad sense without connecting it to a particular role.

How To Write a Letter of Interest

Much like any correspondence you send any employer, you have to make sure that a letter of interest for a job is well crafted and appropriate. You’re introducing yourself to a potential employer, so you want to put your best foot forward.

A poorly written letter of inquiry can potentially make any possibility of working at your dream job with your target company a solid “NO” in the “Do you like me?” boxes. That means you need to ensure you take the time to do it right.

If you do it correctly, a letter of interest is a great way to demonstrate your ability to market yourself and highlight your best qualifications. Plus, it can lead to real opportunities.

Tailoring Your Letter of Interest

As you’ve no doubt seen in our other blog posts, we’re very big on tailoring. Your letter of interest is another opportunity (actually, the first opportunity!) for you to find out exactly what the company is looking for and present yourself as that person.

When applying for a specific position, you have the benefit of using the job description to comb through in search of the qualities that the company puts a lot of value in. But since this is a letter of interest, you are traditionally not applying to a specific position, so you need to be a little more creative. Since that’s the case, you need to do some hardcore research, taking the time to learn about the specific type of people the company likes to hire.

Researching a Company Through Their Online Presence

There is a virtual treasure trove of information available about a company when you peruse its various web properties. Since you’re looking to learn more about the people who get hired to work there, it’s wise to spend time digging into each web property in search of clues.

Quite often, there are “day in the life” videos featuring employee interviews that are incredibly useful. You can also go to the employee list on the company’s LinkedIn page and go through the profiles to see what experience and skills they have.

Putting the “Tailoring Method” To Work

Once you have figured out the types of people that your company hires, you want to do your best to emulate them in your letter of interest. Choose a few skills and abilities that you want to highlight that align with what your research revealed about the employees. Then, start thinking up a quick supporting statement for each one that you use. After all, if you can’t back it up, there is no point in even mentioning it.

Once you have done the research and have uncovered the qualities that you want to showcase, you are ready to begin writing your letter of interest.

Best Letter of Interest Format

Half of the battle is making sure that you nail your letter of interest format. After all, you won’t exactly be making the best first impression if your letter is a convoluted mess that is hard to read and makes no sense.

Here is the basic format for you to follow, which you can see in the three examples we use below:

Your Contact Info

No surprises here. Name, address, telephone number, email, and your website. If you’re not comfortable providing your address or any other information, don’t worry about it. Just make sure they can get in touch with you!

Use a traditional format for the date, writing out the month, followed by the day, and ending with the year.

Company Contact Info

Please don’t start the letter with “to whom it may concern.” Do the research and find a specific person to address the letter to. A good place to start would be a hiring manager, another person in HR, or even better, the manager or director of the department you envision yourself working in.

Opening Paragraph

Introduce yourself and your intentions.

Qualification/Experience Paragraph

Attack this paragraph with two purposes in mind:

• Showing how you add value
• Demonstrating you have the qualities they value

This is your time to shine. Keep it brief and succinct, picking two to three qualities and supporting them with facts.

Closing Paragraph

Thank them for their time and offer your availability for an “informational interview” at their earliest convenience.

What’s an informational interview? It’s both an opportunity for you to learn more about the company and the various positions within the company AND a great way for you to meet the right people in the organization you are interested in.

More importantly, it’s an opportunity for you to let your award-winning personality shine, and if executed properly, it can help you land a job at the company of your dreams!

Stick with “regards” or just “sincerely,” add your name, and you’ll be good to go.

Common Mistakes

Many people fall into the same traps and make some of these classic letter of interest mistakes. Do your best to avoid these if you want to get your foot in the door!

1. You don’t send a letter of interest at all

Too often, people find a company they’d like to work for and just blindly send in a resume with nothing else attached. Sure, it might be a super impressive resume, but if you don’t include a letter of interest discussing why you’re sending it in and who you are, you might as well just be throwing those resumes away.

On the flip side…DO NOT FORGET TO INCLUDE YOUR RESUME!

2. Sending your letter of interest out with a generic heading

As mentioned above, you need to take the time to do a little digging and find out to who you should address your letter. Sending out a generic “Dear HR Director” or “To Whom It May Concern” isn’t going to win you any brownie points.

3. Not saying what you can do for them, but what they can do for you

Regardless of why you’re interested, remember, it’s about what you can do for them, not what they can do for you! Tell them what you can do to help them achieve their goals.

4. Not tailoring your letter

If you’re going to show initiative by writing a letter of inquiry, make sure that initiative extends to your research as well! Supercharge your letter by highlighting qualities that align with the company values, increasing your odds of success.

5. Being boring

You’re shooting for your target company and your dream job, so don’t simply make a list of all of your skills and abilities. Instead, make sure to dazzle them with what you bring to the table, adding something extra to generate interest.

6. Being too long

Your goal is to catch their attention and leave them wanting more…which means short, sweet, and to the point. Keep your letter under a page.

7. Being sloppy

There is no excuse for typos or sloppy writing. You’re trying to get an informational (or even a full-on) interview, so get these basics right. Check. Double-check, and then check again!

8. Not following up

Yes, you should treat your letter of interest exactly like and job application and follow up.

Sending a letter of interest is a proactive step, so keep being proactive! Ask for a job interview, an informational interview, or a meeting HR director to talk about potential roles you might fill. Then, follow up on that request.

A Few Great Letter of Interest Sample Templates

Now that we have that out of the way, let’s take a look at a few examples so you can get your own started! Here are three different scenarios from which you might decide to write a letter of interest to a company.

Choose the best letter of interest sample that fits with your situation, but don’t simply copy the example word-for-word. You need to input your own experiences and personality, so think of this letter of interest sample as more of a template that will guide you to success!

Letter of interest for your target company following a positive encounter:

Your Address

Your City, State, Zip Code

Your Phone Number

City, State Zip

Dear (remember, make this specific!):

I recently had the opportunity to interact with a few members of your customer support team while conducting research for a project. My time with them was brief but memorable. Your team was friendly, poised, and professional, and I was impressed with their willingness to help and their quick responses to my questions.

It is clear customer satisfaction is an integral part of your company’s core values. It is for this reason that I am writing to you. I feel my own personal values and special talents might benefit your customer service department. I believe in personal accountability and integrity and have always made sure to act in a professional and ethical manner. Attention to detail is similarly a priority, ensuring that my work is nothing short of my best at all times.

If I were to be hired by your company, I would be dedicated to delivering the same kind of high-quality customer service I myself experienced. Both a motivated self-starter and an enthusiastic team player, I feel I’d be an exceptional fit.

In the hopes of scheduling an interview with you or answering any questions you might have, I will call you [upcoming date]. Please do not hesitate to contact me with any questions at any time at [phone number] or email, [email address].

Thank you for your time in considering my qualifications.

Letter of interest following a write up of the target company:

Dear Mr./Ms. Last Name,

While reading through a trade publication last week, I came across an article outlining why your company has been recognized as one of the best places to work in the country for tech professionals. Your entire focus has been on making sure that your company is not only a leader in the industry but also an innovator, pioneering new and emerging technology. For this reason, I am sending you my resume in the hopes that I might be able to join your team.

I have worked exclusively within the technology field for the past five years. During that time, I’ve worked in a variety of positions, giving me experience in accounting, including finance and budgeting. I was also responsible for inventory control and vendor relations. I have been instrumental in my past positions in bringing new and emerging technology into our business processes, and I am actively looking for opportunities with companies that would allow me to continue that practice. I believe strongly in always being at the forefront of technological development, a perspective I feel your company has, too.

As a team leader, I am proud of the fact that not only have we never missed a deadline but that we have come in under budget while delivering superior results every time. I firmly believe in the integrity and professionalism of my work, striving to ensure that every aspect of what I do also upholds the company’s core values.

I will call you on [date] to answer any questions about this letter or my resume in the hope of scheduling an interview. If you prefer, please contact me by phone [phone number] or email, [email address].

Letter of interest for a recent graduate looking for work:

I read about [company name]’s retail management training program in [publication name], and I would like to inquire about the possibility of openings. As a recent graduate from the University of California with a degree in Business Management, I am very interested in a career in retail management, and think your program is a perfect match for both my skills and my experiences. I have over five years of retail experience, including time as a Sales Associate and a Manager.

Along with this letter, I have included my resume, which contains additional information on my experience and skills. I would appreciate the opportunity to discuss the training program with you and to provide further information on my candidacy. I can be reached anytime via my cell phone, [phone number], or by email at [email address].

Thank you for your time and consideration. I look forward to speaking with you about this exciting opportunity.

Putting It All Together

Now, you should know all you need to about the amazing letter of interest! Remember, each sample letter of interest above is meant to serve as inspiration. When you create yours, remember to keep it targeted, short, and professional. That way, you increase your odds of getting a response.

And as always,

FREE : Job Interview Questions & Answers PDF Cheat Sheet!

Download our " Job Interview Questions & Answers PDF Cheat Sheet " that gives you word-for-word sample answers to some of the most common interview questions including:

• What Is Your Greatest Weakness?
• What Is Your Greatest Strength?
• Tell Me About Yourself
• Why Should We Hire You?

Click Here To Get The Job Interview Questions & Answers Cheat Sheet

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com.

His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others.

Learn more about The Interview Guys on our About Us page .

About The Author

Mike simpson.

Co-Founder and CEO of TheInterviewGuys.com. Mike is a job interview and career expert and the head writer at TheInterviewGuys.com. His advice and insights have been shared and featured by publications such as Forbes , Entrepreneur , CNBC and more as well as educational institutions such as the University of Michigan , Penn State , Northeastern and others. Learn more about The Interview Guys on our About Us page .

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How To Write an Effective Email Cover Letter (Template + Examples)

3 key takeaways

• An email cover letter is typically sent alongside a resume.
• Learn the structure and format of a winning email cover letter, and how to create your own.
• Teal’s AI Cover Letter Generator simplifies the process of creating cover letters tailored to each job.

When applying for a job online, an email cover letter is a crucial part of your application. It's your introduction, providing a personalized narrative that complements your resume and demonstrates your fit for the role.

A well-written email cover letter can distinguish you from other candidates and improve your chances of securing an interview.

This guide walks through best practices for writing an email cover letter, emphasizing the importance of personalization and professionalism.

Struggling to craft the perfect email cover letter? Get started with Teal’s AI Cover Letter Generator for free.

What is an email cover letter?

An email cover letter is a document sent with your resume when applying for a job online or via email. It's an introduction to your qualifications and interest in the role.

Email cover letters have become a standard part of the job application process, often serving as the first impression you make on a potential employer.

The primary role of an email cover letter is to complement your resume by providing context and a personalized narrative that demonstrates your fit for the position. An effective email cover letter can set you apart from other candidates and increase your chances of securing an interview.

Why email cover letters matter

Crafting a compelling email cover letter is more important today than ever before.

A well-written email cover letter can make the difference between your application being noticed or getting lost in a "maybe" bin with other candidates. It lets you showcase your personality, highlight your most relevant skills and experiences, and demonstrate your genuine interest in the position and company.

Plus, an impressive email cover letter can set the stage for a successful job interview.

It gives hiring managers a glimpse into your communication skills, attention to detail, and professionalism—all qualities employers highly value. A memorable email cover letter can pique the hiring manager's interest and make them eager to learn more about you during an interview.

In essence, your email cover letter is a powerful tool for marketing yourself, distinguishing your application, and increasing your chances of landing your dream job.

How to write an effective email cover letter

An effective email cover letter requires a strategic approach to capture the employer's attention and demonstrate your suitability for the role.

Follow these steps to craft a compelling email cover letter:

1. Craft an attention-grabbing subject line

Your subject line is the first thing the employer sees, so make it count. Use a clear and concise subject line that includes the job title and your name.

Marketing Manager Position - John Doe.

2. Address the recipient appropriately

Start your email cover letter with a proper salutation, addressing the hiring manager by name, if possible. If the name is unavailable, use a respectful greeting. 

Dear hiring manager,

3. Write an engaging introductory paragraph

In the opening paragraph, briefly introduce yourself, express your enthusiasm for the role, and provide a hook that piques the reader's interest.

Consider mentioning a mutual connection or a notable achievement relevant to the position.

4. Highlight your qualifications and fit for the role

The main body of your email cover letter should showcase your qualifications, experiences, and skills that align with the job requirements.

Quantify your resume and provide specific examples that demonstrate your potential value to the company. Mention how you can contribute to their success and why you are the ideal candidate.

Teal's AI Cover Letter Generator helps job seekers craft compelling cover letters that effectively highlight their accomplishments. 

Teal is able to analyze job descriptions to identify the most relevant skills and experiences to emphasize. It then helps you articulate these professional achievements more clearly and persuasively, ensuring your cover letter stands out.

Whether you're detailing a project that boosted sales by 25 percent or explaining how you led a successful team, Teal's AI Cover Letter Generator ensures your accomplishments are presented in the most impactful way, increasing your chances of making a strong impression on potential employers.

5. Express enthusiasm and a call to action

Conclude your email cover letter by reiterating your interest in the role and the company.

Express your enthusiasm for the opportunity and provide a call to action, such as requesting an interview or discussing your qualifications further.

6. Use a professional sign-off

End your email cover letter with a professional closing, such as "Sincerely," "Best regards," or "Thank you for your consideration."

Need help overcoming writer's block? Learn how to generate a great cover letter with ChatGPT cover letter prompts .

Tips for writing compelling email cover letters

Writing your first cover letter can be intimidating. Follow these tips to set yourself up for success:

• Keep it concise and focused: Aim for a length of three to four paragraphs, highlighting your most relevant qualifications and experiences.
• Personalize for each application: Tailor your email cover letter to the specific job and company, demonstrating your understanding of their needs and how you can contribute.
• Proofread carefully: Ensure your email cover letter is free from spelling, grammatical, and formatting errors, as it reflects your attention to detail.
• Incorporate keywords from the job description: Use relevant keywords and phrases from the job posting to show your alignment with the role's requirements.

Following a clear, professional format is crucial for creating an email cover letter that makes a strong first impression.

Writing email cover letters with AI

Struggling to craft the perfect cover letter for each job application? Research and compare the best AI cover letter writers to avoid writer’s block.

Teal's AI Cover Letter Generator takes the stress out of the process, allowing you to create effective, tailored cover letters in minutes, not hours.

With just a few clicks, its AI personalizes your cover letter to match any job description, highlighting your most relevant skills and experiences.

Plus, Teal intelligently adds keywords from the job descriptions to help make your cover letter more ATS-friendly, ensuring your application stands out with a professional, customized cover letter every time.

Proper email cover letter format

The standard parts of an email cover letter include:

1. Subject line

Your email cover letter's subject line is the first thing a hiring manager or recruiter will see. It's your chance to make a strong first impression and entice them to open your email.

When crafting your subject line, aim for clarity and conciseness.

Clearly state the purpose of your email, such as "Application for [Job Title] - [Your Name]."

This immediately lets the reader know what the email is about and who it's from.

Avoid using generic subject lines like "Resume" or "Job Application.” While descriptive, those terms are too vague and overused in application subject lines and, therefore, more likely to be overlooked.

To make your subject line stand out, consider including a unique selling point or achievement that aligns with the job requirements. This gives the reader a reason to learn more about you.

Lastly, keep your subject line short and sweet, ideally under 60 characters. That way it won't get cut off in the recipient's inbox preview.

Email cover letter subject line example:

Experienced Software Developer with Expertise in [Relevant Skill]

2. Salutation

One of the most important aspects of your email cover letter is addressing it to the right person.

Whenever possible, aim to find the hiring manager's name or person responsible for filling the position. This shows you've done your research and are genuinely interested in the role.

To find the hiring manager's name, review the job posting carefully. Sometimes, the contact person doesn't have their name listed in the ad. If not, visit the company's website and look for a "Team" or "About Us" page. You might find the name of the department head there.

If you still can't find a name, try searching for the company on LinkedIn. Look for people with titles like "Hiring Manager," "Recruiter," or "Human Resources Manager." You can also search for the head of the department related to the position.

If you exhaust all these options and still can't find a name, using a general salutation is okay.

"Dear Hiring Manager," "Dear Recruiting Team," or "Dear [Department] Team" are all appropriate choices. Avoid outdated salutations like "Dear Sir or Madam" or "To Whom It May Concern."

3. Opening paragraph

Your opening paragraph captures the hiring manager's attention and entices them to read further.

Keep your opening paragraph of your email cover letter short and impactful, ideally no more than three to four sentences.

Remember, your goal is to quickly capture the hiring manager's interest and encourage them to continue reading your email cover letter to discover how you can contribute to their organization's success.

Try the following to get started: 

• Express your enthusiasm for the opportunity and the company to make a strong first impression.
• Briefly mention how you discovered the position, whether it was through a job board, referral, or the company's website.
• Explain why you are interested in the role and company.
• Showcase your knowledge of the company’s mission, values, or recent achievements.
• Highlight one or two key qualifications that make you an excellent fit for the position.

Email cover letter intro example:

I was thrilled to come across the Marketing Manager position at [Company Name] on [Job Board]. With my 5+ years of experience in digital marketing and my passion for data-driven strategies, I am confident I would be a valuable asset to your team.

4. Body paragraphs

One of the most important aspects of crafting an effective email cover letter is showcasing your relevant skills and experience.

To make a strong impression on the hiring manager, carefully select the most impressive and pertinent qualifications from your background that align with the job requirements.

• Review the job description and identify the key skills, experience, and qualities the employer is seeking.
• Choose examples from your work history that demonstrate your proficiency in these areas.
• If the job posting emphasizes strong project management abilities, highlight a time when you successfully led a complex project from start to finish.
• Provide concrete details about your role, the challenges you faced, and the positive outcomes you achieved.
• Quantify your accomplishments wherever possible using hard numbers and metrics.
• Instead of stating you "improved sales," specify that you "boosted sales by 25% within the first quarter."
• Incorporate keywords and phrases from the job description into your email cover letter.

Many companies use applicant tracking systems (ATS) to screen candidates based on the presence of specific keywords. Naturally integrating these terms into your resume and cover letter also increases your chances of passing through the ATS and landing an interview.

Remember, the goal is to clarify to the hiring manager that you possess the necessary skills and experience to excel in the role.

5. Add a call to action

As you wrap up your email cover letter, be sure to finish strong and leave a lasting impression on the hiring manager. This is your golden opportunity to reiterate your enthusiasm for the role and the company, as well as your confidence in the fit.

Start by briefly recapping your key qualifications and how they align with the position's requirements. This reinforces why you're a strong candidate and reminds the reader of the value you can bring to their team.

Then, clearly state your desire to further discuss the opportunity and learn more about how you can contribute to the organization's success.

This call-to-action demonstrates your proactive approach and eagerness to take the next step in the hiring process.

6. Signature

Finally, end with a polite and professional sign-off.

Best regards, Sincerely, Thank you for your consideration.

Include your full name and contact details below your sign-off to make it easy for the hiring manager to reach out to you.

By leveraging AI to streamline formatting, you can ensure each email cover letter maintains a polished, professional appearance while focusing your time on tailoring the content to make a compelling case for your candidacy.

Need a bit of added help? Check out this resource to learn how to format your cover letter and stand out from the crowd.

Email cover letter sample

To help you visualize what an effective email cover letter looks like, let's explore a few examples for different scenarios:

Email cover letter example: marketing manager position

Subject : Experienced Marketing Manager Excited About [Company Name] Opportunity Dear [Hiring Manager's Name], I was thrilled to come across the Marketing Manager position at [Company Name]. With my 5+ years of experience leading successful marketing campaigns and driving brand growth, I am confident I would be a valuable addition to your team. In my current role at [Current Company], I have spearheaded several digital marketing initiatives that have increased website traffic by 40% and generated a 20% increase in lead conversions. I am well-versed in developing data-driven strategies and collaborating with cross-functional teams to achieve measurable results. I am particularly drawn to [Company Name]'s mission of [Company Mission] and believe my skills and experience align perfectly with the goals you aim to achieve. I would welcome the opportunity to further discuss how I can contribute to your marketing efforts and help drive your company's continued success. Thank you for considering my application. You will find my resume attached for your review and look forward to the possibility of an interview. Best regards,  [Your Name]

Why it works

This email cover letter works effectively for several reasons:

• Personalized salutation : Addressing the hiring manager by name shows that the applicant has taken the time to research and personalize their application, which demonstrates genuine interest in the position and company.
• Clear and enthusiastic introduction : The opening sentence clearly states the position applied for and expresses enthusiasm, capturing the hiring manager's attention right away.
• Relevant experience and achievements : The applicant highlights their 5+ years of experience and provides specific, quantifiable achievements, such as increasing website traffic by 40 percent and lead conversions by 20 percent. This demonstrates their ability to deliver results and adds credibility to their application.
• Alignment with company mission : By mentioning the company’s mission and explaining how their skills and experience align with the company's goals, the applicant shows they have researched the company and understand its values and objectives.
• Collaborative skills : The applicant emphasizes their ability to work with cross-functional teams and develop data-driven strategies, showcasing their collaborative and analytical skills, which are valuable in a marketing role.
• Professional and polite closing : The closing paragraph reiterates the applicant’s interest in the role, thanks the hiring manager for their consideration, and includes a call to action by expressing eagerness for an interview. This leaves a positive and proactive impression.
• Attachment of resume : Mentioning the attached resume ensures the hiring manager is aware of where to find it, providing a complete picture of the applicant's qualifications.

Overall, this email cover letter is concise, well-structured, and tailored to the specific job and company, effectively showcasing the applicant's qualifications and enthusiasm for the role.

Email cover letter example: software developer position

Subject : Passionate Software Developer Ready to Contribute to [Company Name] Dear [Hiring Manager's Name], I am writing to express my strong interest in the Software Developer position at [Company Name]. As a skilled developer with extensive experience in [Programming Languages/Frameworks], I am excited about the opportunity to bring my technical expertise to support your mission. During my time at [Current Company], I have been responsible for developing and maintaining several complex applications. One notable project involved creating a user-friendly web application that streamlined internal processes, resulting in a 30% increase in efficiency. I pride myself on writing clean, maintainable code and collaborating effectively with team members. I am impressed by [Company Name]'s commitment to pushing the boundaries of technology and creating cutting-edge solutions. I believe that my problem-solving skills and passion for innovation make me an ideal fit for your development team. I have attached my resume, which further highlights my qualifications and experience. I would appreciate the opportunity to discuss how I can contribute to [Company Name]'s success. Thank you for your time and consideration. Sincerely,  [Your Name]

This email cover letter works well for several reasons:

• Personalized salutation : Addressing the hiring manager by name shows the applicant has taken the time to research and personalize their application, demonstrating genuine interest in the position and company.
• Relevant technical skills : The applicant mentions their experience with specific programming languages and frameworks, highlighting their technical expertise and aligning with the job requirements.
• Quantifiable achievements : The applicant provides a specific example of their work, noting a 30 percent increase in efficiency from a user-friendly web application they developed. This demonstrates their ability to deliver tangible results and showcases their impact on previous projects.
• Alignment with company goals : By expressing admiration for the company’s commitment to innovation and technology, the applicant shows they have researched the company and aligns with its values and mission.
• Highlighting key strengths : The applicant emphasizes their problem-solving skills, passion for innovation, and ability to write clean, maintainable code, which are essential qualities for a software developer.
• Attachment of resume : Mentioning the attached resume ensures that the hiring manager is aware of additional details supporting the application, providing a complete picture of the applicant's qualifications.

For more inspiration and guidance, check out Teal's extensive collection of cover letter examples spanning various industries and roles.

How to proofread and edit your email cover letter

A well-polished cover letter demonstrates attention to detail and professionalism, increasing your chances of impressing the hiring manager.

Before hitting send on your email cover letter, take the time to carefully proofread and edit your work by following these steps:

1. Review your email cover letter for any spelling or grammatical errors. Even minor mistakes can make you appear careless or unqualified.

2. Use spell-check tools and read through the content slowly to catch any typos or awkward phrasing.

3. Assess the overall flow and tone of your writing. Does your email cover letter have a logical progression of ideas? Is the tone appropriate for the company culture and industry?

4. Make sure your personality shines through while maintaining a professional demeanor.

5. Get a second opinion. Consider having a trusted friend, family member, or mentor review your email cover letter as well. 

A second set of eyes can often spot issues you may have missed and provide valuable feedback for improvement.

Remember, a little extra effort in the editing process can go a long way in making a positive first impression on potential employers.

How to send your email cover letter

Once you've crafted a compelling email cover letter, you need to send it correctly to ensure it reaches the hiring manager and makes the desired impact.

1. Use a professional email address

Create an email address that includes your name, such as [email protected] . Avoid using casual or outdated email addresses that could undermine your credibility.

2. Attach your cover letter and resume

Use widely accepted file formats such as PDF or Microsoft Word (.doc or .docx). PDF resumes are often preferred because they preserve the formatting and layout of your documents across different devices and platforms.

3. Name your attachments professionally

Name your attachments clearly, such as "FirstName_LastName_Cover_Letter.pdf" and "FirstName_LastName_Resume.pdf."

This makes it easy for the hiring manager to identify and keep track of your application materials.

4. Double-check before sending

Before hitting send, double-check that you've attached both your cover letter and resume.

It's also a good idea to test your email by sending it to yourself or a friend to ensure that the attachments open correctly and the formatting appears as intended. This extra step can help you avoid any last-minute technical issues that could derail your application.

Write cover letters faster with Teal

Writing an effective email cover letter can be time-consuming and daunting, especially when you're applying for multiple positions.

Teal's AI Cover Letter Generator simplifies the process, allowing you to generate a compelling email cover letter in minutes.

The AI-powered Cover Letter Generator guides you through the essential components, ensuring you don't miss any crucial elements. Simply input key information about your background and the job you're applying for, and the tool will craft a personalized email cover letter that highlights your relevant skills and experience.

One of the most significant advantages of using Teal's AI Cover Letter Generator is its ability to create customized content for each application. The tool analyzes the job description and incorporates relevant keywords and phrases, demonstrating to hiring managers that you're a strong fit for the role. This level of customization can significantly increase your chances of standing out from other job seekers.

Rather than starting from scratch for each application, you can leverage AI suggestions to quickly assemble a polished email cover letter. This efficiency allows you to focus your energy on other aspects of your job search, such as networking and interview preparation.

Try out Teal's AI Cover Letter Generator today.

Frequently Asked Questions

Is it okay to write a cover letter in the email body.

It depends on the company size and hiring process. Small companies with fewer applications to manage may prefer the cover letter in the email, while larger companies will need it as an attachment to add to a candidate’s file.

Can the email message itself serve as the cover letter?

In some cases, the email message can serve as your cover letter, particularly if the job posting explicitly states this preference. If taking this approach, craft the email with the same level of care and attention you would give to a formal cover letter document.

How to choose between PDF and Word attachments?

When it comes to attaching your cover letter and resume, both PDF and Word resumes are generally accepted. PDFs are often preferred as they preserve the formatting and layout, ensuring your documents appear exactly as intended.

Nathan Thompson

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How to Pitch Yourself to an Employer

• Starla Sampaco

Pro tip: Reach out to the hiring manager’s boss.

Contrary to popular belief, pitching yourself directly to employers can give you an advantage over other applicants. Here’s how to do it:

• Step 1: Get your timing right. Plan to pitch yourself to the employers you want to work for as early as possible in your job search. By the time a role is posted online, it’s already been publicized internally.
• Step 2: Identify key players at the company, or employees who have decision-making power at the company and who can influence hiring decisions. Your goal is to get an information interview with them, as they can connect you to hiring managers (and their recommendations will not be ignored).
• Step 3: Nail your informational interview. Ask questions about their experience at the company and how the job you are targeting fits into it all. As the conversation wraps up, ask if they will introduce you to a hiring manager
• Step 4: Connect with the hiring manager. Send an email introducing yourself, expressing interest in their company, explaining the value you can bring to their team, and requesting a meeting.
• Step 5: Follow up … but don’t overdo it. Wait at least a week before reaching out again, and when you do, keep it short.
• Step 6: Sell yourself. Assuming you do land a meeting with the hiring manager, use this time discuss your skills and experience and how you could provide value to the company.
• Step 7: Don’t be put off by a “no.” Rejection is unavoidable, but don’t mistake it for failure. Sometimes, “no” really means “not now.”

Where your work meets your life. See more from Ascend here .

Before becoming a news anchor, I received hundreds of rejection emails. There was one particular news station in Seattle that I wanted to intern for, and every summer, I dutifully filled out an online application and emailed my resume to their HR department only to be met with radio silence. When I realized this job-search strategy wasn’t working, I followed the popular internet advice and took more initiative, emailing individual reporters at the company to inquire about open roles.

• SS As the founder of Career Survival Guide , Starla Sampaco teaches women and people of color how to advocate for themselves in the workplace. Previously, she taught graduate students at the University of Washington’s Communication Leadership Master’s Program, where she developed a course on self-advocacy and professional visibility. Starla is a former news anchor for KCTS 9.

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How To Impress a Potential Employer

Tips for Wowing Them Into Hiring You

Apply for Jobs for Which You Qualify

Write a targeted cover letter, target your resume to the job, lead with your strengths.

• Prepare for Phone Screening

Prepare for the Face-to-Face Interview

Take time off for the interview, dress and act appropriately.

• Don't Be Lazy In Your Application

The First Interview Is About Fit

• Follow the Interview With a Letter

The Bottom Line

Frequently asked questions (faqs).

Making a good first impression is crucial in the application process. You may only have a few minutes of face-to-face time with a potential employer before they decide whether or not they think you're a good fit for the job. Here are ways in which you can impress a potential employer .

Key Takeaways

• Use your initial contact with the employer to emphasize why you're the strongest, best-qualified candidate.
• A quick phone interview is common before the more serious interview rounds.
• Don't show up late for in-person interviews, dress appropriately, and be polite to anyone you encounter (not just the interviewer).
• Follow up after the interview with a thank you note.

Companies quickly discard applications from unqualified candidates. If you're only applying because it seems like interesting work, but you don't have any actual experience in the field, then your time may be better spent on education or internships.

If you can make the stretch and fit your qualifications and background to the described opening, you have a shot. Cover letters give you an opportunity to make the case for an exception to experience requirements, but you need to be direct and convincing. Many applications get less than 30 seconds of review time. You need to quickly qualify yourself as a potential candidate because the employer doesn't have or take the time to do it for you.

Address the targeted cover letter that introduces your key qualifications and highlights your fit with the position to the person conducting the candidate search, when known.

The cover letter needs to specifically mention the available position for which you are applying. Spelling and correct grammar do count. So does the spacing of words on the page, an attractive overall appearance, and the feel of the paper (in a paper resume).

Online applications, which are the norm, must be targeted and formatted appropriately. Pay just as much attention to spelling, grammar, and appearance.

If the potential employer does not state to submit a cover letter, it is optional.

Customization counts. Your resume should specifically mention the job and the skills required rather than vague phrases like "I'm seeking a challenging opportunity to utilize my skills with a progressive employer who will provide growth opportunities." Customization is everything when you are looking at substantially different opportunities, too.

Previous work experience is typically listed in chronological order, but some applicants may instead structure the resume's flow around skills. It's common to combine these two strategies, as well.

What makes you different from 40 other applicants? On your customized resume, start with the background and experience most important for the position you seek. The stage of your career is also highly relevant to the placement of information on your resume. If you are just graduating from college, lead off the first portion of the resume with your education and degree.

A seasoned veteran will start with an accomplishment summary with key achievements and then list jobs, titles , companies, and responsibilities chronologically. A network administration applicant should lead with their certifications (such as being a Microsoft Certified Systems Engineer (MCSE)) and list software and hardware experience (such as Microsoft Exchange and SQL Server) before listing jobs and education.

You're unlikely to obtain a job offer without a highly effective interview, but the resume can help the reviewer see that you are qualified for the position .

Prepare for Phone Screening 

Employers typically start the process with an initial telephone interview. Be prepared to schedule a date and time, usually during the 8-5 p.m. workday. The phone interview narrows down their list of potential employees. Be prepared for a mini-interview and expect to give the interviewer your salary expectations .

The salary range is typically set with a large number of variables in mind including the local job market and the salaries of coworkers.

Employers can eliminate this problem completely by posting the salary range for the position in their job postings, but not all employers do.

If the HR staff member has set up a time with you for a phone interview, research the company in advance. Visit the website to see what the employer does. Many organizations even describe their company culture on their websites. If you take just a few minutes to do your homework, the quality of the interview will go up exponentially.

Think about the HR staff person's time, too, as your potential employer. Research the company location and your driving route before it's time to leave. You don't want to miss your interview because you got lost.

Don't expect the potential employer to extend their day by several hours to accommodate your schedule. If you're currently working and looking for a new position, hopefully, you've chosen the most ethical path and your employer knows. If you are unable to inform your employer, for any reason, hopefully, you've saved up your vacation time  to use for your job search.

A recruiting employer is often willing to interview a good candidate late in the afternoon, but rarely will the interview extend far beyond normal working hours.

Remember to treat every person you encounter with dignity and respect. The receptionist is reporting their impressions of you to the HR director. Be unfailingly polite throughout every interaction you have with the company. Each person is assessing your potential fit within their organization. Don't blow your chances by behaving boorishly.

Don't Be Lazy In Your Application

Bring your resume and any other relevant application documents. The filled-out application usually attests to the fact that all of the information you provided on it is true. It also allows the company to obtain your written permission to check your references, do criminal background checks if you are hired, and more.

The job application allows the employer to compare apples to apples. The resume does not.

The actual interview is the subject of additional articles. For purposes of this tip list, remember that the purpose of the interview is to determine if you and the organization are a good fit.

Do you feel confident that you can do the job and grow with the company? Have you conveyed this to the potential employer? If so, they will ask you back for a more intensive second round of interviews at most companies.

Follow the Interview With a Thank You Letter

Good manners always count. Thank you letters or phone calls can keep you in the employer's mind while letting them know you appreciate their time.

Doing the right things right will result in more interviews, better job offers , and a more successful career. Take a little more time at each step and your application will rise above the pack.

What should I say to a potential employer in an email?

Your initial contact with an employer should directly and convincingly convey your qualifications. Use language that references the job posting as you let them know which job you're applying for and what experience you have in the area.

How should I reach out to a potential employer after an interview?

If you were primarily communicating via email before the interview, you can follow up afterward with an email. You can include a thank you note, reiterate your interest in the position, and inquire about any further steps.

Want to read more content like this? Sign up for The Balance’s newsletter for daily insights, analysis, and financial tips, all delivered straight to your inbox every morning!

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Oct 18, 2021

10 examples for informing candidates of interview decisions

Learn to write an email to candidate after interview informing them of interview decisions with the help of our follow-up email examples and template.

Lawrie Jones

Table of contents

It doesn't matter whether you're delivering good news or bad; sending an email informing candidates of interview decisions is essential.

In this guide to how to write an email to candidates after an interview, we provide 10 examples you can use to provide important information, insights, and updates to jobseekers.

We provide several examples of emails to candidates after the interview, including follow-up recruiting emails. This guide is suitable for any recruiter creating a follow-up email to a candidate no matter the industry, sector, or specialty.

Recruiters, founders and business owners can go through hundreds of candidates before finding the right fit (we've been there!). It's a tedious task to reply to all candidates, which is why we built Flowrite . Test it out here:

How to write an email to a candidate after an interview?

The email has transformed the world of recruitment, with almost all candidate communication now completed online. Jobseekers, like the rest of us, check our emails throughout the day, says  Business Insider . But most of us will  screen calls , ignoring those from numbers we don't know. 

But email isn't faster; it's fairer, too – removing bias from the process. Every candidate receives the same message at the same time, giving everyone the same chance. 

Communicating via email enables you to  establish an audit trail , providing a log of all interactions demonstrating that your process was fair and transparent.

When should a potential employer follow up?

During the interview process, you should communicate with candidates as often as possible to keep them informed. Be clear about dates, times, and deadlines. 

On average, there are two to three interviews per job, says  Indeed . The more senior the position, the more interviews you'll need to complete, and the more correspondence required. 

The average recruitment process  takes around a month  from interview to appointment. Still, it can be put back for several reasons. For example, staff absence and a shortage of HR support can lead to delays. 

At each stage, you should keep job seekers updated and informed about their progress through the process.

There are several stages you may wish to contact a jobseeker, including: 

• Thank you email to candidate after interview 
• A rejection email after interview
• Email to successful candidate after interview
• Sample email to keep candidates warm
• Follow up email to passive candidates

Failing to communicate effectively is a process called " ghosting ", and it's on the rise, says Jack Kelly in  Forbes . The article highlights a survey showing that 76% of employers have been ignored by employers, demonstrating a worrying trend.  

Kelly provides some sober advice for job seekers and professionals. "It's easier for them just to keep quiet and hope the person goes away," says Kelly. He recommends that staying in contact is a duty, and we agree. Failing to communicate can harm your reputation and affect the mental health of the jobseeker, as this  young jobseeker describes .

How do you follow up with an unresponsive candidate?

It's not just employers that can go missing during the recruitment process; candidates can too. If this happens, we recommend that employers continue the process and maintain communication.  

Treat each applicant as if they're part of the process until they either let you know they're not interested or you've passed that stage of recruitment.  

Below we provide sample emails to keep candidates warm and examples of a follow-up email to candidates after no response that should give a helpful guide.

Basic principles for every email after the interview

The job search process starts a relationship between you and your future employee, so be professional. At every stage in the process, your emails should be formal.

That means following the rules of effective email communication:

• Keep emails concise  – Get to the critical information quickly. 
• Be precise  – Ensure that the reader understands precisely what you are saying.
• Don't be afraid to use bullet points, bold or underlining to make your point  – Simple text improvements can ensure your message is communicated clearly.
• If you want a reply, ask for one  – Tell the recipient what you need, including a reply.
• Set deadlines  – You don't want a jobseeker to hold up a process, so be clear when you need to hear from them.
• Communicate consistently  – Every jobseeker in the process must receive the exact correspondence at the same time. This ensures that your approach is fair and transparent.

Finally, if you're not taking an application further, it's kind to offer feedback to job seekers. Don't offer this unless you're willing to do so. 

If you need some more guidance on  how to write a professional email , check out our in-depth guide that tackles the topic.

10 example emails informing candidates of interview decisions

Here are 10 example email templates you can use to support the recruitment process. These examples cover several situations you may encounter.

1. Rejection email after interview 

Informing unsuccessful candidates after an interview is tough, but it's essential that you do so. When creating a candidate rejection email after an interview, don't beat around the bush. Tell them straight if they're not a good fit for the job.  

You should be clear and concise and explain that, while this role wasn't the right one, there may be others in the future. For example, here's a rejection email after the interview template.

2. Thank you email to candidate after interview

Sending a thank-you email to candidate after interview is a positive recognition of the effort they have made and demonstrates that your organization values them. 

While not always necessary, a post-interview thank-you email can provide essential information on the recruitment process. You may want to let a candidate know that you are interested, you've yet to make a decision, the recruitment process is likely to be extended for some reason, or you want to invite the candidate to the next interview .

3. Still interviewing other candidates email template

This is a slightly amended version of the template above. You could call this our "we haven't made a decision yet" email template. In some cases, you may need to interview over several days or weeks. This template provides some clarity for the candidate. We've decided to make a date bold, which makes it harder to miss.

4. Sample email to successful candidate after interview

If you're wondering, how do you email a shortlisted candidate? Here's an example for you. This sample email to successful candidate after an interview (or pass interview email, if you prefer).

5. Congratulation mail to selected candidates

We're moving through the process; how do you let a candidate know they got the job? The "email to offer job after interview" is perhaps the easiest to write (and the best to receive!). You're giving good news, but stay polite and professional.

6. Interview result email to candidate

The interview outcome email is important at every stage, especially the final one. At this point, you (or your recruiting team) will have spent a significant amount of time with a candidate. A short email isn't going to reflect the time, effort, and potential expense they've spent on this. Here's how you deliver an interview result email to a candidate with some compassion.

7. Sample email to keep candidates warm

Sometimes the recruitment process can drag on, and you'll need to stay in touch with applicants to let them know what's happening. In this sample email, we provide clarity on dates to keep candidates warm, enabling them to plan.

While it's easy to offer an apology, you don't need to. However, depending on the length of the delay, you can encourage candidates to contact you if their plans have changed.

8. Follow-up email to candidate after no response

Candidates "ghosting" employers is an increasing phenomenon, as we've documented above. Candidates may ignore you at any stage of the process, from the initial email request to a job offer. 

It's essential to recognize numerous reasons why a candidate may not respond to you immediately. Therefore, our advice is to remain polite and formal but set deadlines. 

Here's how that works in an example of a candidate not responding to an offer email.

9. Follow up email to passive candidates 

Sometimes candidates can go cold and need a gentle nudge. So we've amended the approach above for this follow-up email to passive candidates.

10. How to follow up with candidates after job fair

Job fairs are a great way to meet potential employees; however, you'll have to compete with hundreds of other stallholders for their attention. In this template, we illustrate how to follow up with candidates after a job fair.

Informing candidate of interview decision with Flowrite

Flowrite is an AI writing tool that turns short instructions into ready-to-send emails and message.

No matter the industry, role or stage of the recruitment process, our product can help you to communicate with job candidates faster and better.

Take a look at the example below to get an idea how you can supercharge your applicant emails with Flowrite.

Did this blog post help with informing candidates of interview decision? We hope so.

The next time you are writing an email to a candidate after the interview, just keep these learnings and examples in mind and you should be good to go.

Better yet, give Flowrite a change to write the email for you.

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How to write an interview invitation email

Learn how to invite a candidate to a job interview with an interview invitation email that leaves the applicant informed, inspired, and excited.

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• How to Ask for Time off —...

How to Ask for Time off — Before You've Even Got the Job

4 min read · Updated on October 02, 2019

Need to request time off before you've even landed the job? It can feel awkward, but here's how to score your dream job AND your dream vacation.

You've been planning your dream vacation for months. Everything is scheduled: your flight, your hotel, your activities, your meals, even your Instagram posts — you're ready to go.

The only thing in your way? A potential new job.

It might feel awkward asking for time off from a job before you're even officially hired, but unless you're willing to cancel your plans (which you shouldn't have to do), you'll need to bring it up.

Don't worry too much. If you're lucky, your hiring manager will ask you if you have any time off planned, which could also include a week-long staycation between jobs. If you're not asked, though, you'll need to know how to tell a prospective new employer about your planned vacation thoughtfully.  

Use these tips to help you score your dream job and keep your dream vacation (or staycation!):

1. Convince them you're the perfect fit

The company you're interviewing with doesn't have to let you take time off. That's why it's important to convince the team you're the absolute perfect fit for the job.

Build your personal brand, perfect your elevator pitch , and polish your resume. Remember to tailor your resume to the job listing and pack it with relevant skills, qualifications, and experiences.

Then, when it comes to talking about taking time off, you'll have convinced them they can't hire anyone else, so pushing the start date back or allowing you a few days off won't hurt.

2. Nail the timing

Unless the employer broaches the topic, don't bring up your vacation plans during the start of the interview process. This is something you'll want to discuss later on, closer to the job offer when the hiring manager starts discussing logistics. Listen for, “When can you start?” Once the hiring manager asks this question, then you should bring up your pre-planned vacation. It's not uncommon for hiring managers to ask, so be prepared to answer at any time throughout the interview process.

If your prospective employer didn't ask this question, another great time to mention your vacation is when they are reviewing the company's benefits package with you.

3. Don't apologize or ask permission

When it comes to asking for time off before a new job, exude confidence. Instead of asking if it's OK to take a vacation, simply state that you already have a trip planned. This isn't an unheard of dilemma; employers should know how to handle these situations. It's simply a matter of how you state it.

Don't let the employer try to talk you out of your vacation, either. If that's the case, you might want to consider if the company's culture is a good fit for you.

4. Keep it short and sweet

If you're nervous about asking for time off before starting your new job, jot down a quick script. Your request doesn't have to be more than two sentences. Here are a few examples:

“Because we're discussing start dates, I wanted to let you know I have a trip planned from September 23 to September 29. I'm happy to start that following Monday.”

“Since we're on the topic of vacation days, I wanted to let you know I have a trip planned for the month after my tentative start date. Can you explain what the company's time-off policy looks like and how this will be handled?”

Once you've shared this information, wait to see how your point of contact responds. There's no need to give too many details or justify your plans.

Final words of advice

Breathe! You've already done everything you can to sell yourself as a solid candidate. When a hiring manager begins discussing start dates, you know you're close to a job offer, so proceed with confidence.

The best way to ask for vacation time before starting a new job is to simply be straightforward and honest. And remember that this is an understandable situation, so don't be afraid to just ask.

Not sure how to sell yourself as the best (and only) candidate for the job? Our TopInterview coaches can help you with that. 

Recommended Reading: 

From Job Seeker to Interviewer: Lessons Learned

Weird and Wild Work Perks (And How to Negotiate for Them)

When's the Right Time to Ask About Salary? And Here's How to Ask

Related Articles:

How to Prepare for a Software Engineering Job Interview

27 Financial Analyst Interview Questions (with Great Answers)

27 Supervisor Interview Questions (and Great Answers)

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How to Respond to an Interview Request Like a Pro (+4 Sample Responses)

• Julia Mlcuchova , 
• Updated May 24, 2024 9 min read

Knowing how to respond to an interview request professionally is a skill essential to all job seekers!

First of all, congratulations! Receiving an interview invitation is a big deal — it's a clear sign that your resume and cover letter have caught the eye of the hiring team.

Still, what you do next is just as crucial, as your response sets the tone for the entire interview process. No pressure, right?

But don't worry, we'll show you exactly how to craft the perfect reply that covers all the essential details. 

So, keep reading and find out: 

• What is an interview request;
• How to respond to a request for an interview;
• 3 sample answers with commentary;
• And our tips on perfecting your email response. 

Table of Contents

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What is an interview request

How to respond to an interview request in 5 steps, how to respond to an interview request 4 example replies, additional tips on how to respond to an interview request, get ready for the job interview, key takeaways: how to respond to an interview request.

Let's start with the most obvious question – What is an interview request?

In short, it's a communication from a potential employer inviting you to participate in the interview process for that job position you've been trying to get for so long. 

Receiving one means that the hiring manager has reviewed your job application and wants to learn more about you and your fit for the role.

Interview requests can reach you through several different channels: phone calls, LinkedIn messages, or job portals. But, you're most likely to receive yours in the form of an email.  

Have a job interview coming up?

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What does an interview request consist of

It's impossible to figure out how to respond to an interview request email without knowing what to expect from it. 

Of course, each and every interview request you receive is going to be different, but the key components will likely stay the same:

• "We've received your application" part. More likely than not, the email will begin by a brief mention that the employer has received and reviewed your application.
• The actual invitation. Of course! 
• Job interview details. Also, you can expect to receive information such as the interview format, proposed date and time, location, and the names or roles of the interviewers.
• Further instructions. Finally, you may be asked to confirm the interview, prepare any documents you'll need to bring, and contact the employer if you have any questions.

Nothing less, and probably nothing more!

We've already covered the basics, so now it's time to look at how to respond to a request for an interview step by step. 

While there isn't just one way to respond to an interview request, following these 5 steps keeps your reply clear and concise:

The first element that shouldn't be missing from your email is a polite greeting. Since you're responding to a previous email, addressing your response to a specific person shouldn’t be a problem at this point. A simple “Dear Mr./Mrs [last name],” will do.

Secondly, make sure to express your appreciation for the opportunity and let them know you're excited for the interview.

Thirdly, clearly state when you're available for the interview. If you’re offered several time-slots to choose from, pick the one that suits you the most. And if you can't make it, offer the hiring manager 3-4 alternatives.

If any information is vague or missing, don't be shy to ask for clarification. You can ask about pretty much anything from the hiring process and schedule to where to park.

Lastly, you can reiterate your enthusiasm and gratitude for the invitation. Also, don't forget the obligatory “Sincerely,” or “Best regards,” followed by your name, email address, and phone number.

And there you have it, our ultimate foolproof guide to penning a response that showcases your best professional self. 

See? We promised it won't be that difficult!

So far, we've been speaking strictly about theory. But now, let's look at concrete examples in action!

Below, you'll find 4 how to respond to an interview request email samples that deal with different situations you might find yourself in. 

The best thing is, you can simply copy/paste and adjust them according to your needs. Or they can at least nudge you in the right direction. 

Sample #1: Interview request response confirming an interview

In the best-case scenario, all the stars align, and you can confirm your availability without any hesitation. If that's your case, keep your response short and sweet like so: 

#1 Interview request response example

Dear [Mr/Mrs Last Name],

Thank you for the invitation to interview for the [Job Position] role at [Company Name]. I can confirm the date of our meeting June 1st at 10:30.

I will bring all the requested documents, including my resume and a list of professional references.

If there are any additional details or preparations needed before the interview, please let me know.

Thank you once again for this opportunity. I look forward to meeting you and talking about how I can contribute to the team.

Best regards,

[Your Full Name] [Your Contact Information]

Sample #2: Interview request response asking to reschedule

Of course, there's a chance that things won't always go as smoothly. If the date chosen by the hiring manager overlaps with your other commitments that can't be moved to a different date, you'll have to try to reschedule.

And in that scenario, politeness and directness are key. 

But don't just say you won't be able to attend the interview without offering alternative dates (3-4 ideally). Otherwise you can give the impression that you have no interest in the position. 

For example, your apology response could be phrased as follows:

#2 Interview request response example

Thank you very much for inviting me to interview for the [Job Position] role at [Company Name]. I appreciate the opportunity and am very excited about the possibility of joining your team.

Unfortunately, I have a prior commitment on [Specific Date] at [Specific Time] that can’t be rescheduled. Could we, please, set a new date for the interview? I am available on the following dates and times:

• [Alternative Date 1] at [Alternative Time 1]
• [Alternative Date 2] at [Alternative Time 2]
• [Alternative Date 3] at [Alternative Time 3]

Please let me know if any of these options work for you, or if you have any other suggestions. I apologize for any inconvenience this may cause and appreciate your understanding.

Thank you once again for the opportunity. I look forward to your response.

Sample #3: Interview request response when you're asked to call

Or, you might find yourself in a situation where the interview request asks you to call the hiring manager directly to discuss interview details.

Although this scenario is becoming increasingly rare, some hiring managers may prefer to communicate with job candidates more personally. So, don’t be taken aback if your interview request instructs you to get in touch with the company via a phone call. 

After all, it can save you both some time instead of an electronic back-and-forth! 

Here is an example of how to reply to a phone call request:

#3 Interview request response example

Thank you for inviting me to interview for the [Job Position] role at [Company Name]. I truly appreciate the opportunity. 

As requested, I will call you to confirm the interview details. Please let me know a convenient time for you, or I can call at [suggest a time, e.g., “2:00 PM tomorrow”] if that works for you.

Looking forward to speaking with you and confirming the interview.

Sample #4: Interview request response when you're asked to propose dates

Alternatively, you may end up in a situation where you'll be asked to propose interview dates that best fit your schedule.  

Once again, remember to always provide multiple alternatives . Even if the interview request only asks for one. Because, by providing multiple dates, you communicate your flexibility as well as your consideration for the hiring manager's time. 

A good example of a courteous response can look like this: 

#4 Interview request response example

Thank you for considering me for the [Job Position] role at [Company Name]. I am excited about the opportunity to discuss my qualifications and how I can contribute to your team.

Considering the interview, I am available on the following dates and times:

• [Option 1: Date and Time]
• [Option 2: Date and Time]
• [Option 3: Date and Time]

Please let me know if any of these options suit your schedule, or suggest alternative times if more convenient.

Additionally, could you provide some details about the interview process? Specifically, I’d like to know the format and duration of the interview.

Thank you again for this opportunity. I look forward to your response.

Right, we've seen what an appropriate response to an interview request can look like. But are there any tips that can elevate your communication with the hiring manager?

Indeed there are! 

No matter the context of your response, you should always follow these 6 simple tips :

• Respond to the interview request as soon as possible. Because nothing speaks more clearly of your eagerness and enthusiasm for the job than a prompt response. Ideally, the hiring manager will hear back from you within 12-24 hours.
• Hit that “Reply to all” button. Sometimes the person you're communicating with and the one who will eventually conduct your interview might not be the same. So, make sure you won't exclude anyone from the email thread!
• Don't change the subject line. Instead of sending out a new email altogether, continue with the original communication thread. This might seem like obvious advice, but you'd be surprised how many people don't follow it. Retaining the original subject line makes the conversation easy-to-follow. 
• Keep your response email brief. There's no need for long-winding paragraphs expressing your endless gratitude, trust us. Instead, keep your response concise and to-the-point. 
• Maintain a professional tone. Yes, finally getting your hands on that interview invitation may be euphoric. So much so that you may feel the need to share your enthusiasm with the hiring manager. But remember that this is professional communication, and the tone of your response should reflect that. 
• Proofread your response carefully before hitting “send.” Finally, don't underestimate the power of careful proofreading. It's the best way to avoid unnecessary mistakes like typos or grammar errors. First impressions count, so don't let the misspellings ruin yours! 

Let's be honest, job interviews can rattle even the most confident people. And no wonder! Putting yourself in situations where you're being judged and evaluated can cause a fair amount of stress.

Although there's no miracle fix-all, taking the right steps can ease some of the discomfort and calm your nerves:

• Research the company before entering the room. Companies want to see that you're interested in them and their role. So, go through the company website, LinedIn profile, social media accounts — anything that can give you an understanding of the employer's goals, values, successes, and struggles. 
• Be ready to answer questions about your resume. Of course, your resume should only include information that is true. So don't get surprised if you're asked to elaborate on some of your points. 
• Prepare your answers for the most common interview questions . Surely, you can't predict for certain what questions you'll be asked. But questions like “ What are your salary expectations ," “ Why should we hire you, ” or “ Why are you interested in this position ” are tried-and-tested job interview staples. 
• Dress to impress. Also, make sure your outward appearance shows that you're a well-put-together and representative individual. Professionalism can be conveyed in several ways, and your apparel is certainly one of them.
• Master your body language. No slouching, fidgeting, or leg bouncing! Instead, show off your confidence and composure. 
• Be ready to ask questions yourself. Finally, prepare a question or two you can ask at the end of your job interview. Recruiters love to see your proactive approach and genuine interest.

To sum it all up, an interview request is an invitation from a potential employer to participate in the interview process for a job you applied for. 

Knowing how to respond to a request for an interview is essential for making a great first impression and setting the tone for the entire interview process. 

To make your response impactful and informative, don't omit any of the following steps: 

• Start with an appropriate greeting. Since you're responding to a previous email, addressing your response to a specific person shouldn’t be a problem at this point. 
• Thank the hiring manager for the opportunity. Secondly, make sure to express your appreciation for the opportunity and let them know you're excited for the interview. 
• Confirm your availability. Thirdly, clearly state when you're available for the interview. 
• Ask questions if needed. If any information is vague or missing, ask for further clarification. 
• Close your email with a proper sign off. Finish your email with “Sincerely,” or “Best regards,” followed by your name, email address, and phone number.

Julia has recently joined Kickresume as a career writer. From helping people with their English to get admitted to the uni of their dreams to advising them on how to succeed in the job market. It would seem that her career is on a steadfast trajectory. Julia holds a degree in Anglophone studies from Metropolitan University in Prague, where she also resides. Apart from creative writing and languages, she takes a keen interest in literature and theatre.

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How to Professionally Decline a Job Offer Due to Salary

D eclining a job offer due to salary is one of the harsher realities of job hunting. If you have little experience, you might feel uncomfortable and guilty about it. However, being honest is the best thing you can do in this situation.

Let’s look at what steps you can take to decline a job offer due to a low salary and make the entire process as painless as possible for yourself and the hiring manager.

Can You Negotiate Salary Before Declining a Job Offer?

It is possible to negotiate salary before declining a job offer. Engage in open and professional communication with the potential employer to discuss your salary expectations and determine if there is room for negotiation. This approach demonstrates your interest in the position and allows for possible compromise. You lose 100% of the salary negotiations that you don’t attempt.

What to Consider Before Declining a Job Offer Due to Salary

Let’s imagine for a moment that negotiations are off the table, and it’s a “take it or leave it” moment. Before you decline the job offer outright, remember that a job is more than just a salary. Think of the company culture , financial situation, and other potential opportunities you could pursue. 

If the offer isn’t that far off from where you would like to be and the culture is a tremendous long-term fit, taking the job may be more rewarding in the long term. On the other hand, if there is inadequate possibility for advancement, it may be another dead end and time to resume your search. 

How to Decline a Job Offer Due to Salary

Declining a job offer is never easy, and it can be very emotional. It is always important to remain professional and composed when declining their offer. This is especially important if this is a company you still admire but could not come to amicable terms with. By maintaining your poise, you leave the door open for future possibilities. Maintaining these connections may serve you in the future. 

Rejecting a Job Offer During an Online Interview

The tips outlined below apply equally to in-person, phone, or online interviews. Be courteous and let the recruiter know the proposed salary does not match your current financial needs. Ask if they can explain how they reached that figure.

All sorts of things can go wrong during an interview. For example, you might be informed that none of your references responded. If you can provide some other credentials to support your case, this may provide an opening for you to negotiate a reconsideration.

At this point, you can gauge their reaction and wait for their next move. Perhaps they will be willing to reconsider their offer and develop a better proposal. If that’s not possible, remain composed, thank the recruiter for their time, and communicate any interest you may have in future job openings. Always know where you stand and be willing to walk away.

How to Decline a Job Offer Due to Salary (Sample Letter)

Sending a rejection letter to a prospective employer after you’ve decided against the offer is a quick and effective way to communicate your decision . A rejection letter doesn’t have to be long. Making it short and to the point is better.

Here’s how to decline a job offer due to salary sample email that you can use:

Subject: Response to Job Offer – [Your Name] Dear [Recruiter’s Name], I hope this email finds you well. I would like to express my sincere appreciation for the job offer extended to me for the position of [Job Title] at [Company Name]. It was a pleasure to meet with you and learn about the company, its values, and the exciting opportunities this role presents. After careful consideration, I have decided not to accept the offer as it currently stands. Although I am truly enthusiastic about the position and the prospect of contributing to the success of [Company Name], the proposed salary does not meet my expectations based on my experience, skills, and the industry standards for this role. Please let me know if there is an opportunity to discuss the salary further. I would be more than willing to reconsider the offer if the salary package can be adjusted to better align with this range. I want to reiterate my enthusiasm for the position and my strong interest in joining the [Company Name] team. I believe that my background and skills make me an excellent fit for this role, and I am confident that my contributions would be valuable to the organization.  Please let me know if you would like to discuss this matter further or if there is any additional information that I can provide to help in your decision-making process. I am looking forward to your response, and I truly appreciate the time and effort you have invested in my candidacy. Thank you once again for considering me for this opportunity. Sincerely, [Your Full Name] [Your Email Address] [Your Phone Number]

Even if you have declined, the hiring manager might tell you that they will think about it and call you later. To wrap things up, we’ve included a few frequently asked questions about declining job offers related to salary below.

How do I know if the salary offer is too low for me?

To determine if a salary offer is too low, research the average salary range for similar positions in your industry and location. Take into account factors such as your experience, education, and unique skills. Websites like Glassdoor, Payscale, and Salary.com can provide valuable insights. If the offer is significantly below the average range or your expectations, it might be considered too low for you.

How can I maintain a positive relationship with the employer while declining?

To maintain a positive relationship, approach the situation with professionalism and courtesy. Be honest about your reasons for declining the offer, express gratitude for their time and consideration, and emphasize your interest in their company. A polite and respectful approach can leave the door open for future opportunities and keep your professional reputation intact.

Can I decline a job offer after accepting it due to salary concerns?

Yes, it is possible to decline a job offer after initially accepting it. However, it’s essential to handle the situation delicately and professionally. As soon as you realize you have salary concerns, communicate them openly with the employer. Be honest about your reasons, express regret for any inconvenience caused, and show gratitude for the opportunity. Keep in mind that reneging on an accepted offer may impact your relationship with the employer and your professional reputation.

Can declining a job offer due to salary negatively impact my career?

Declining a job offer due to salary concerns will not necessarily negatively impact your career, especially if you handle the situation professionally and respectfully. Make sure to communicate your reasons clearly and express appreciation for the opportunity. Remember, it’s better to decline an offer that doesn’t meet your needs than to accept one that could lead to dissatisfaction or resentment. However, be mindful of your reputation in your industry and avoid making a habit of declining multiple offers without good reason.

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